DEFINITION
Under general supervision, plans, organizes, oversees, coordinates, and manages the operations of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services; manages the effective use of department resources to improve organizational productivity and customer service; provides complex and responsible support to the City Manager in areas of expertise; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the City Manager. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This is a management classification responsible for planning, organizing, and managing the operations and activities of the City Clerk’s Office. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include division budget administration, program evaluation, and recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards related to the City Clerk programs and services. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.
Examples of typical JOB FUNCTIONS (Illustrative Only)
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.
- Plans, manages, and oversees the daily functions, operations, and activities of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services.
- Participates in the development and implementation of goals, objectives, policies, and priorities for the department; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
- Participates in the development, administration, and oversight of department budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
- Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
- Coordinates City Clerk's Office activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council.
- Serves as the Clerk of the City Council; attends meetings and oversees the recording of all official proceedings; supervises the preparation of public notifications, agendas, minutes, and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings of the City Council.
- Administers the public hearing process for the City Council; prepares public hearing packets and notices of hearings in accordance with legal requirements and deadlines.
- Plans, manages, and coordinates municipal elections and special elections; ensures conformance with the California Elections Code, Political Reform Act, and other government codes; serves as filing officer for the Fair Political Practices Commission (FPPC) for campaign disclosure filings; maintains election documents for public inspection; administers and files oaths of office.
- Oversees the Town-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legal compliance retention schedules for Town records; develops and updates records retention policies and procedures; researches Town documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
- Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the Town is upheld.
- Codifies and distributes revisions to the Municipal Code.
- Processes liability insurance claims submitted; prepares and maintains accurate forms, files, reports, and related documentation.
- Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services.
- Attends and participates in professional group meetings; stays abreast of new trends and innovations in city clerk functions; researches emerging products and enhancements and their applicability to Town needs.
- Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
- Establishes and maintains working and official division files.
- Performs a variety of administrative office support duties such as processing fundraising applications; receiving and distributing subpoenas; verifying and reviewing forms and reports for completeness and conformance with established regulations and procedures; scheduling and coordinating meetings, conferences, and trainings; maintaining websites; processing reimbursements; preparing and maintain employee lists and rosters; and ordering and maintaining office and other related supplies.
- Performs related duties as assigned.
Knowledge of
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and budget development and administration.
- Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
- Applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
- Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
- Functions, authority, responsibilities, and limitations of an elected City Council.
- Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
- Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing effective staff reports.
- Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Methods and techniques of preparing reports and general business correspondence.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Town 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
- Plan, organize, oversee, and manage the operations of the City Clerk’s Office.
- Develop and implement goals, objectives, practices, policies, procedures, and work standards.
- Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Coordinate municipal elections within legal guidelines.
- Oversee and coordinate maintenance of the official records of the Town.
- Prepare official minutes, resolutions, ordinances, and clear and concise reports, correspondence, policies, procedures, and other written materials.
- Independently conduct studies and research projects, evaluate alternatives, make sound recommendations, and prepare effective staff.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Effectively represent the department in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- 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.
- Use tact, initiative, prudence, and independent judgment within general policy and procedural and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
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:
Equivalent to graduation from an accredited college or university with coursework in business administration, public administration, records management, or a related field and five (5) years of increasingly responsible experience in a City Clerk’s office.
Licenses and Certifications:
- Possession of, or ability to obtain, and maintain a valid California Driver’s License.
- Possession of, or ability to obtain and maintain, Certified Municipal Clerk is highly desirable
- Possession of, or ability to obtain, certification as a Notary Public issued by the State of California is highly desirable.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer and to operate a motor vehicle and to visit various Town and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 15 pounds with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
