THE POSITION:
The City Clerk's Office takes great pride in its contributions to the City, which includes (but is not limited to) administering elections, managing City records, and coordinating all aspects of City Council meetings. This position will play a key role in the department and to local government.
This position provides professional and administrative assistance in the Office of the City Clerk. This position involves the oversight of support staff that includes the responsibility for the agenda process, assisting with the department's budget, conduct the recruitment process for the City's boards and Commissions and assist with City elections. The ability to provide information related to official City documents using both manual and electronic records management systems is required. The successful candidate will be committed to delivering quality customer service to members of the City Council, public and City staff, and will possess excellent written and oral communication skills. Personal computer skills are necessary for this position.
The successful candidate will assist in problem solving, developing organization priorities and objectives as well as the ability to utilize independent judgment and take initiative. The incumbent will be required to work some evenings.
You are:
The ideal characteristics of the Deputy City Clerk include:
Public sector experience, particularly working with elected officials. A demonstrated customer service sensibility. Thorough understanding of record management and databases. Skilled in project management and execution of objectives. Experience with Granicus, GovQA and NetFile is preferred. The ability to prepare clear and concise reports and take accurate notes and summary actions from meetings. The ability to supervise, direct and evaluate the work of subordinate staff. Ability to prepare clear and concise reports and take accurate notes and summary actions from meetings. Ability to supervise, direct and evaluate the work of subordinate staff. Knowledge of or strong ability to interpret and apply federal, state, and local laws and regulations including the Political Reform Act, Brown Act, Public Records Act, California Elections Code and other laws relevant to the Office of the City Clerk. Detailed-oriented, accurate, highly organized, and thrive in a fast-paced environment meeting timely deadlines and assigned projects. Possess integrity and accountability.
THE DEPARTMENT
The City Clerk’s Office is responsible for several legislative and administrative functions and takes great pride in its contributions to the City which includes (but it is not limited) managing City records, serving as the filing officer for Fair Political Practices Commission regulations, coordinating all aspects of City Council meetings and other Brown Act meeting bodies, and administering elections.
What you will do:
Duties may include but are not limited to:
Compiles agenda items for City Council meetings and prepares agendas; distributes the same in accordance with the provisions of the California Brown Act; ensures the provision of official notification of public hearings, including legal notices in accordance with City, State, and Federal laws.
Conforms all Resolutions and Ordinances and distributes as required and prepares for recordation and/or publication of resolutions of intent and ordinances as necessary.
Applies and implements records management policies, procedures and techniques including records retention and electronic document management.
Assists in the development, implementation, and monitoring of the department operating budget; analyzes costs; and prepares a variety of fiscal, administrative and management reports.
Assists the City Clerk in arrangements for municipal elections including accepting and processing petitions for referendums and initiatives, and registers voters.
Ensures timely response to public records requests according to the California Public Records Act; and conducts research and retrieval of information and documents.
CORE COMPETENCIES
Knowledge of:
Principles and practices of public organization and administration. Applicable Federal, State, and local city laws, rules and regulations pertaining to local government operations. Principles and practices of administrative and statistical analysis; and statistical research and presentation methods. Principles and practices of records management systems including software databases and optical imaging systems. English usage, spelling, grammar and punctuation.
Ability to:
Learn municipal laws and procedures, election laws and political reform requirements. Interpret and apply federal, state, and local laws and regulations including the Political Reform Act, Brown Act, Public Records Act, resolutions, ordinances, Municipal Code, City Charter, California Elections Code and other laws relevant to the Office of the City Clerk. Analyze and interpret legal documents, ordinances, resolutions, and administrative procedures and provide information and organize material in conformance with policies and regulations. A complete job description and list of duties can be found at: Deputy City Clerk Job Description.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
You have:
EXPERIENCE AND TRAINING
Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would qualify. A typical way to obtain the knowledge and abilities are:
Experience: Three years of professional level administrative experience, including at least two years in a lead or supervisory capacity. City Clerk's Office or public agency experience is highly desirable.
Education: Equivalent to a Bachelor's Degree from an accredited college or university with major work in business, public administration or a related field.
OTHER REQUIREMENTS
License and Certificates:
Possession and maintenance of a valid Class C California Driver's License. Designation as a Certified Municipal Clerk (CMC) from the International Institute of Municipal Clerks is desirable. Notary public license is desirable.
Candidates must submit a completed City of Hayward job application and thorough responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications no later than Monday, April 8, 2024, at 11:59 p.m. Applications submitted without all required materials will not be considered.
Based on the information provided, those best qualified may be invited to the next phase of the process, which may include an oral, practical, and/or written examination.
The examination process will result in a ranked eligible register of candidates for hiring consideration by the department. Actual hire depends on success in the departmental selection process.
Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.
Applicants will be notified electronically via Government Jobs as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive email notice from NEOGOV/Government Jobs and the City of Hayward.