Assistant City Clerk

City Clerk

Under general direction, provides administrative and program support in the preparation of City Council agendas, minutes, actions, ordinances, and resolutions; maintains official documents and records; assists in conducting City elections; oversees the day-to-day activities, services, and operations of the City Clerk's function; provides varied technical, complex, specialized, and confidential office administrative support to the City Clerk, City Manager, and other City departments as assigned; and performs related work as required. Supervision Received and Exercised Receives management oversight from the City Manager. Exercises direct supervision over administrative support staff. Class Characteristics This is a management classification responsible for planning, organizing, and managing the operations of the City Clerk's Office. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities in overseeing the day-to-day operations of the City Clerk's Office. Incumbents serve as a specialist, liaison, and advocate for the City Clerk's Office, with regular contact and interactions with City senior management positions, other public agencies, public and private community organizations, governmental agencies, and members of the public. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

Representative Duties 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.

• Assists in overseeing and performing functions of the day-to-day operations and activities of the City Clerk's Office including the maintenance of City records and official documents, preparing City Council meeting agendas, and assisting with conducting municipal elections.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the City Clerk's Office; recommends and administers policies and procedures.
• Participates in the development, administration, and oversight of division budget.
• Directs and coordinates the work plan for assigned staff; meets with staff to identify and resolve problems; assigns work activities and projects; monitors workflow; reviews and evaluates work products, methods, and procedures.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
• Monitors operations and activities of assigned programs; recommends improvements and modifications and prepares various reports on operations and activities.
• Oversees and participates in the preparation and distribution of City Council agendas to council members, as well as access to same by City employees and the general public; attends City Council meetings and records all official proceedings; prepares minutes of City Council meetings and other Council Committees; interacts extensively with the City Council, City officials, department heads, and the public.
• Maintains the City's Municipal Code; updates amended ordinances after adoption by the City Council; processes ordinances and resolutions.
• Serves as the City's designated recipient of official documents such as claims, lawsuits, subpoenas, public records requests, requests for proposals, and bids; prepares, reviews, and responds to claims, subpoenas, public records requests, and other official requests for information, as necessary.
• Files campaign statements and Statements of Economic Interests for all elected officials and designated employees.
• Oversees the City's records management program; sets and ensures legal compliance with retention schedules for City records; develops and updates records retention policies and procedures.
• Serves as the City's Election Official; participates in conducting municipal elections; advises public officials, candidates and the public regarding campaign and election matters.
• Provides official notification to the public regarding public hearings including legal advertising notices.
• Receives, investigates, and responds to difficult and sensitive problems and inquiries in a professional manner; researches information; identifies and reports findings and takes necessary corrective action.
• Ensures staff compliance with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Education and Experience Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education Equivalent to an associate degree in business administration, public administration, or a related field. Experience Five (5) years of increasingly responsible experience performing varied and complex administrative support duties, including three (3) years in an office serving a governing board.

Testing Process Minimum Qualification Screening - Pass/Fail Supplemental Questions - Pass/Fail External Panel Interview - 40% of total score Director Panel Interview – 60% of total score Testing process is subject to change Candidates must pass all examinations to be placed on the eligible list. Possession of minimum qualifications does not guarantee an invitation to the next step in the selection process. All candidate materials will be carefully evaluated and only those considered best qualified will be invited to the next step in the selection process.

Vacation: 10 hours per month and increasing with years of service. Holidays: 13 fixed holidays per year plus additional 20 hours of floating holiday. Management Leave: Sixty (60) hours per calendar year. Sick Leave: 10 hours per month with option to convert sick leave to cash after five (5) years of service, subject to other terms and conditions. Retirement: The City offers the CalPERS 2.0% at 62 pension formula for new CalPERS members hired on or after January 1, 2013, or 2.0% at 55 pension formula for existing CalPERS member with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. Health Insurance: The City will pay the PPO Plan premium for a full-time employee plus one (1) dependent. Retiree Medical: Competitive lifetime benefit upon CalPERS retirement required years of City service, subject to other terms and conditions. Vehicle Allowance: $400 per month. Educational Reimbursement: $2,500 per fiscal year for full-time permanent employees subject to course eligibility requirements. Educational Incentive Pay: Eligible employees will receive five percent (5%) of base annual salary. Wellness Reimbursement: Up to $750 per fiscal year to use towards wellness related programs and products. Longevity Bonus Pay: Beginning at ten (10) years of service. Bilingual Bonus Pay: The city shall pay each approved full-time employee a Bilingual Bonus of thirty-one dollars ($31.00) per pay period as long as the employee remains eligible for the bonus. Life Insurance: City-paid Group Term Life Insurance Policy at 1 1/2 times regular salary. Deferred Compensation: City shall contribute a matching amount equal to the employee's voluntary contribution, to the City-sponsored 457 plan each calendar year, up to a maximum of three percent (3%) of the employee's annual base salary. Credit Union: Savings and loan services available through South Bay Credit Union, Kinecta, and F&A Federal Credit Union.