City Clerk

City Clerk

The City of San Marino is seeking a proactive, vibrant, and can-do individual to serve as our next City Clerk. The City Clerk carries out all functions of the Clerk's office and is a critical component of the City Manager's Office. The successful candidate will also have the opportunity to work on special projects, both within the standard scope of City Clerk duties as well as in support of the City Manager. We are constantly looking for ways to be more efficient and user friendly. In pursuit of that goal, this position will have the opportunity to update and modernize certain programs and processes within the City Clerk's office, while being supported by a team that welcomes new ideas. We are looking for someone with excellent organizational skills, who is detail-focused and fastidious about accuracy. Outstanding talent in writing and proofreading is a must, as are the abilities to thrive in a fast-paced environment, make decisions with good judgment, and successfully operate with a high degree of independence. San Marino is a full-service city with a supportive staff dedicated to working together. As a result, there is an opportunity for a variety of interesting assignments while still working in a small, close-knit community. This position is a terrific opportunity for a Deputy or Assistant City Clerk looking to take the next step.

Essential Functions

The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties:

• Assume full management responsibility for all City Clerk's Office services and activities; recommend and administer policies and procedures.
• Process all City Council related documents, including resolutions, ordinances, minutes, contracts/agreements and Capital Improvement Projects (CIP) projects; conduct bid openings and prepare bid results.
• Maintain custody and processes official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance documents, claims and litigation documents, bid documents and meeting minutes; certify copies as required, attest, publish, index, and file ordinances and Resolutions, bid notices and other legal notices; codify the City's Municipal Code and ensure the Code is regularly kept up-to-date and maintained to reflect accuracy.
• Coordinate and process City documents for recordation with the County Recorder and maintain the original recorded documents upon return to the City.
• Prepare, organize, print and distribute the City Council Agenda and agenda packet materials; attend City Council meetings and record all official proceedings; prepare minutes and other documents; direct the publication, filing, indexing, and safekeeping of all proceedings of the City Council. Execute and certify official City documents; administer and file oaths and affirmations; take affidavits and depositions pertaining to City affairs.
• Receive and process claims, subpoenas and litigations filed against the City; and respond to Public Records requests.
• Process Statements of Economic Interests for elected officials, designated employees and Commissioners pursuant to the Political Reform Act; update the City's Conflict of Interest Code biennially.
• Compile research, organize data and information, and prepare reports. Provide general information to City Council members, employees, and the public regarding City policies and procedures, the Municipal Code, and other related areas.
• Coordinate the municipal election and other elections with LA County under the consolidated election system; prepare candidates' handbooks, issue and file nomination papers and candidate's statements; and maintain candidates' files;
• Oversee and participate in the development and administration of the City Clerk's Office budget; approve the forecast of funds needed for staffing, equipment, materials, and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary.
• Represent the City Clerk's office to other City departments, elected officials, and outside agencies; coordinate City Clerk's office activities with those of other departments and outside agencies and organizations.
• Provide staff assistance to the City Council; prepare and present staff reports as required, and other necessary correspondence.
• Recruit residents for San Marino commissions.

Qualifications

Knowledge of:

• Pertinent Federal, State, and local laws, codes, and regulations
• Election laws and procedures.
• Terminology of ordinances and resolutions.
• Principles and practices of records management including records retention laws.
• Minute taking and preparation.
• Program development and administration.
• Municipal budget preparation and administration.
• Principles of supervision, training, and performance evaluations.
• Brown Act
• Correct English usage, spelling, grammar, and punctuation; business letter writing and other document preparation; office methods, procedures and equipment and basic mathematics.
• Computer hardware and software programs including records management systems and agenda management software. Principles and practices of public administration and program areas related to the organizational and service areas managed; administrative principles and methods, including goal setting, program and budget development and implementation and employee supervision.
• Principles and practices of budget development and administration; funding sources impacting program and service development; City organization and functions of the various departments.
• Research techniques, sources and availability of information, and methods of report presentation; applicable legal guidelines and standards affecting the administration of recreation in public agency setting.
• Principles and practices of contract administration and evaluation; risk management requirements.
• Social, political and environmental issues influencing program administration.
• Principles of effective customer service, public relations, and outreach methods and techniques.
• Office procedures, methods, and equipment including computers and applicable software.
• Practices of government relations/public education including the use of social media.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Research techniques, sources and availability of information, and methods of report presentation; applicable legal guidelines and standards affecting the administration of a municipal government.
• Social, political and environmental issues influencing program administration.
• Supervisory principles and methods, including goal setting, training, teamwork, and problem solving.

Skills/Abilities:

• Interpret and apply a variety of City and department policies and procedures; analyze situations carefully and adopt effective courses of action.
• Communicate clearly and concisely both orally and in writing; understand and follow oral and written directions as provided; work with minimum supervision; respond to the public's and staff's requests for assistance both by telephone and in person.
• Provide information and organize material in compliance with laws, regulations, and policies; lead and direct the operations, services, and activities of the City Clerk's office; develop and administer department goals, objectives, and procedures; prepare clear and concise administrative reports, budgets.
• Plan, organize, direct and coordinate the work of staff.
• Maintain confidentiality of records, actions, and events; compile and maintain complex and extensive records.
• Establish and maintain an effective working relationship with employees, the public, elected officials, and other departments and outside agencies.
• Use time effectively and efficiently to maximize work assignments.
• Guide and encourage others to accomplish a common goal.
• Work skillfully with politics, procedures, and protocols across organizational levels and boundaries.
• Address key factors that influence successful organizational change.
• Initiate tasks and focus on accomplishment by knowing what needs to be done and does it without being told.
• Have sound collaborative decision-making, judgement and diplomacy skills.
• Show empathy towards the community and colleagues.
• Have service mentality, respect for and sincere desire to help others with diverse background and experiences.
• Have strong sense of integrity and commitment to ethical behavior and accountability.
• Have courage to intervene and protect against unethical behavior.
• Effectively communicate, face-to-face, with community members.
• Work collaboratively with team members to create and support a positive customer service environment.
• Demonstrate, promote and support a culture of diversity, equity, inclusion and belonging.
• Work nights, weekends and holidays.

Education and Experience: Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

• Education Equivalent to a Bachelor's degree from an accredited college or university with major work in business administration, public administration, or a closely related