SPECIAL INFORMATION: Deadline may be extended at the discretion of the City.
Under administrative and policy direction, plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services; coordinates assigned activities with other City departments, officials, outside agencies, and the public; fosters cooperative working relationships among City departments and with State and local intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the City Manager and the City Council; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the City Manager and policy direction from the City Council. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over supervisory, technical, and administrative support staff through subordinate levels of supervision.
This is a management classification that oversees, directs, and participates in all activities of the City Clerk’s Office, including short- and long-term planning and development and administration of departmental policies, procedures, and services. This class provides assistance to the City Manager and City Council in a variety of administrative, coordinative, analytical, and liaison capacities. Successful performance of the work requires knowledge of public policy, municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering City goals and objectives within general policy guidelines.
Examples of Duties
(Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Assumes full management responsibility for all programs, services, and activities of the City Clerk’s Office, including administration, public information, election management, and records management.
Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk’s Office; establishes, within City policy, appropriate budget, service, and staffing levels.
Manages and participates in the development and administration of the department’s annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.
Contributes to the overall quality of the department’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
Coordinates City Clerk's Office activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council; prepares and presents staff reports and other necessary correspondence.
Plans, manages, and conducts municipal elections and special elections; ensures conformance with the California Elections Code, Political Reform Act, and other government codes; coordinates, receives, and certifies sufficiency/insufficiency of ballot measures, initiative petitions, arguments, rebuttals, referendums, recalls, and impartial analyses; prepares municipal legislation as required; prepares candidate’s notebooks and provides necessary information to candidates, committees, and the public; serves as filing officer for the Fair Political Practices Commission for campaign disclosure filings; maintains election documents for public inspection; oversees printing of sample ballot material; declares election results; administers and files oaths of office.
Oversees the operations of the City-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legal compliance retention schedules for City records; develops and updates records retention policies and procedures; researches City documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
Maintains custody of the City Seal, ensuring authentication of only approved documents.
Serves as Public Records Coordinator; ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the City is upheld.
Serves as the Clerk of the City Council; attends meetings and oversees the recording of all official proceedings; supervises the preparation of public notifications, agendas, minutes, and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings of the City Council.
Administers the public hearing process for the City Council; supervises the coordination of public hearing packets and public notices of hearings in accordance with various government code requirements and legal deadlines.
Serves as Filing Officer and Filing Official for the Political Reform Act; manages the City’s disclosure requirements for designated employees, including composing and presenting legislation; ensures all candidates, political committees, elected officials, appointed officers, and designated employees file timely and complete campaign disclosure forms; distributes forms and notifications; conducts required audits; advises and trains candidates, committees, and treasurers on filing requirements; determines and collects fines for late filing; ensures campaign contribution limits and other requirements are met; corresponds with the Fair Political Practices Commission (FPPC) as appropriate.
Administers and manages a variety of functions in the City Clerk's Office including ensuring compliance with legal acts; processing, filing, recording, and countersigning various documents and records; attesting all official documents of the City; receiving and distributing all subpoenas and claims; and preparing State filings.
Manages the codification and distribution of revisions to the Municipal Code.
Acts as the City Historian, including answering questions from staff, other departments, and the public.
Plans, oversees, and administers special projects.
Represents the City Clerk Office to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations in the field of municipal government.
Monitors changes in laws, regulations, and technology that may affect City or departmental operations; implements policy and procedural changes as required.
Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
Performs other duties as assigned.
Education and Experience:
Equivalent to an Associate of Arts degree in pubic or business administration and five (5) years of increasingly responsible experience in a City Clerk’s or Deputy City Clerk’s office. A Bachelor’s degree and supervisory experience is preferred.
Licenses and Certifications:
Possession of, or ability to obtain, a Notary Public certification.
Possession of, or ability to obtain, a Certified Municipal Clerk certification is highly desirable.
Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
Public agency budget development, contract administration, City-wide administrative practices, and general principles of risk management related to the functions of the assigned area.
Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs; principles and practices of municipal government administration.
Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
Functions, authority, responsibilities, and limitations of an elected City Council.
Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures.
Record-keeping principles and procedures.
Modern office practices, methods, and computer equipment and applications related to the work.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
Provide administrative and professional leadership and direction to the department and the City.
Prepare and administer budgets; allocate limited resources in a cost effective manner.
Interpret, apply, explain, and ensure compliance with Federal, State, and local laws, rules, regulations, policies, and procedures.
Plan, organize, direct, and coordinate the work of supervisory, technical, and administrative personnel; delegate authority and responsibility.
Select, train, motivate, and evaluate the work of staff.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Coordinate municipal elections within legal guidelines.
Oversee and coordinate maintenance of the official records of the City.
Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate office equipment and computer applications related to the work.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.