Assistant City Clerk

City Clerk Office Administrative Support

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.

Typical Qualifications

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.

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
• Principles and practices of budget administration.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
• Principles, practices, and procedures related to public agency recordkeeping and the City Clerk function.
• Automated and manual records management procedures, principles, and practices, including legal requirements for recording, retention, storage, and disclosure.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Application of parliamentary procedures and relevant provisions of the Brown Act.
• Laws and regulations governing the election process.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Participate in the preparation of division budget, including gathering data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Develop, plan, coordinate, and implement a records management program designed to meet the needs of the City and in compliance with Federal, State, and local laws, rules, and regulations.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Physical Demands: Must possess mobility to