Assistant City Clerk

Assistant City Clerk

The City of Lodi is seeking a highly organized, detail-oriented professional to join the City Clerk's Office as Assistant City Clerk. This position offers the opportunity to work closely with the City Clerk, City Council, executive leadership, and citizens in the community. The Assistant City Clerk plays a key role in managing complex legislative and compliance processes, supervising staff, and ensuring the City's public records processes.

Under general supervision, assists the City Clerk with agenda management, public records requests, records management and retention, election management and other related departmental operations; assists the City Clerk in managing the operations and staff of the City Clerk's Office; serves as acting City Clerk in the City Clerk's absence; and performs related duties as assigned.

Duties may include, but are not limited to the following:

• Manages the preparation of the City Council agenda packet to ensure the packet is complete, accurate, and contains all the required materials and attachments prior to posting and publishing; coordinates, prepares and processes City resolutions, ordinances, and related documentation.
• Coordinates and manages follow-up activities to legislative meetings concerning the processing of a variety of documents relating to electronic indexing, recording, and distribution; prepares and publishes legal advertisings and official legal notices pursuant to law.
• Assists the City Clerk with elections, monitors Conflict of Interest and Campaign Statements filings as required by local and state law, and responds to questions regarding form requirements.
• Supervises assigned clerical staff, including reviewing and evaluating work product, providing training and assigning special projects.
• Coordinates the development and maintenance of the City Clerk and City Council departmental web pages and commits documents to the City's website for public viewing; composes letters, memoranda, and agenda reports for City Clerk review and City Council action.
• Oversees and coordinates the appointments of individuals to the City's various boards, committees and commissions, and assists in coordinating activities for special City events such as the annual City Council reorganization and Boards and Commission reception.
• Assists with oversight of the operations of the City-wide records management program, document imaging system, and records preservation and destruction; ensures legal compliance retention schedules for City records.
• Intakes, processes and prepares responses for Public Records Act requests, in coordination with the City Attorney's Office, as well as other City departments.
• Assists in the preparation of the City Clerk Office and City Council budget; assists in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies, administers the approved budget.
• Manages the creation and maintenance of publications including the City's directory, informational packet, and Public Official's Handbook.
• Acts on behalf of the City Clerk in his/her absence.
• Performs other duties related to the operation of the department and the City, including additional duties that enable the department and City to meet the diverse needs of its community.

Knowledge of: Provisions within the State Government Code and the Municipal Code applicable to the governmental structure of the City and specifically related to the functions and operations of the City Council and the City Clerk's Department, including provisions of the Brown Act, Political Reform Act, Public Records Act and Election Code. Understanding of public records management principles, for a variety of official documents, including contracts, meeting minutes, resolutions, ordinances and deeds. Supervisory principles and best practices, including effective methods of office administration and project management. Ability to interact efficiently and professionally with members of the public, vendors, contractors and City staff while providing a high level of customer service. Proficiency in proper English usage, spelling, grammar, punctuation, and proofreading. Modern office technology, such as filing systems, personal computers, and data processing tools, including database and spreadsheet software applications.

Ability to: Develop, coordinate and administer the City's agenda process and related legislative operations; prepare official resolutions, ordinances and clear, concise reports. Learn, interpret, and apply City and department rules, regulations, policies, practices, ordinances, resolutions and applicable laws; research a variety of administrative and operational issues and make effective operational and procedural recommendations. Perform the statutory duties of the City Clerk in his/her absence. Participate in the retention and lawful destruction of official records in accordance with applicable laws, regulations, and records management policies. Organize and manage work assignments by coordinating projects, setting priorities, meeting critical deadlines and following up on assignments with minimum supervision. Establish and maintain effective working relationships with City employees, officials, residents and individuals contacted in the course of work. Learn and utilize specialized systems and software, including document imaging systems and electronic agenda management programs.

Education: A bachelor degree from an accredited college or university. Experience: Three years of increasingly responsible experience in municipal government including the development and maintenance of City records and the interpretation of related laws, codes, and regulations; or an equivalent combination of training and experience. License and Certification: Possession of a valid California Class C Driver License. Certification as a Municipal Clerk by the City Clerk Association of California, or International Institute of Municipal Clerks.