City Clerk
CITY CLERK
(Salary Range: $6,803 - $9,700/month)
One Full-time Position in the Sausalito Administration Department
Application Deadline: Friday, December 6, 2019 by 5:00 p.m.
Interviews to be Scheduled: Friday, December 13, 2019
THE COMMUNITY AND CITY GOVERNMENT: Sausalito is a beautiful, San Francisco Bayfront city of 7,226 residents within 2.2 square miles that serves a visitor population that may be several times the size of the year round population. The blend of historical buildings, wooded hillsides, sweeping Bay and San Francisco views nestled against the Golden Gate National Recreation Area combine to make Sausalito a community of unparalleled charm and natural beauty. Sausalito is a General Law City incorporated in 1893 and has a City Council/City Manager form of government. The City provides a full range of services including Administration, Finance, Police, Public Works, Parks and Recreation, and Community Development. The City Council and staff value positive relationships with the residents, businesses, visitors and outside agencies.
DEFINITION: Under administrative direction, plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of the Office of the City Clerk, including administration, election management, the legislative function, archiving of public records and public information, municipal code and filing officer services; coordinates assigned activities and works collegially with other City departments, officials, outside agencies, and the public; fosters cooperative working relationships among City departments and with State and Local intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the City Manager and the City Council; and performs related work as required.
Job Characteristics: This is a single-position classification that is responsible for the administration and daily operations of the City Clerk’s Office functions and activities, including short- and long-term planning and development and administration of departmental policies, procedures, and services. This class works closely with the City Manager and City Council in a variety of administrative, coordinative, analytical, and liaison capacities. Successful performance of the work requires extensive knowledge of public policy, and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the Office of the City Clerk with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering City goals and objectives within general policy guidelines.
Typical duties for the position include: (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.
- Assumes full management responsibility for all programs, services, and activities of the Office of the City Clerk, including administration, providing information to the public, election management, and records management.
- Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the Office of the City Clerk.
- Assists in the development, administration, and oversight of the assigned budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
- Selects, trains, motivates, and directs assigned personnel; evaluates and reviews work for acceptability and conformance with appropriate standards, including program and project priorities and performance evaluations; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.
- Contributes to the overall quality of the Office’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and the City’s needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
- Coordinates Office of the City Clerk’s activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council; prepares and presents staff reports and other necessary correspondence.
- Plans, manages, and conducts 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 and advises candidates of the intricacies of running for public office.
- Oversees the operations of the City-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legally compliant retention schedules for City records; develops and updates records retention policies and procedures; researches City documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
- Maintains custody of the City Seal, ensuring authentication of only approved documents.
- Serves as Public Records Coordinator; 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 always open to inspection during office hours and that every person’s right to inspect any public record of the City is upheld.
- Serves as the Clerk of the City Council; attends meetings and oversees the recording of all official proceedings; prepares public notifications, agendas, minutes, and other documents; ensures the publication, filing, indexing, and safekeeping of all proceedings of the City Council.
- Administers the public hearing process for the City Council; supervises the coordination of public hearing packets and public notices of hearings in accordance with various government code requirements and legal deadlines.
- Serves as Filing Officer for the Political Reform Act.
- Manages the codification and distribution of revisions to the Municipal Code.
- Administers and manages a variety of functions in the Office of City Clerk including claims management, and processing of subpoenas.
- Relieves City Manager and City Council members of a variety of administrative details by assisting with administrative assignments including developing, composing, typing, editing, and proofreading a variety of complex documents; maintains calendars and makes meeting arrangements; schedules meetings between City Manager and City Council members and other groups or organizations.
- Represents the Office of the City Clerk to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities.
- Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations.
- Monitors changes in laws, regulations, and technology that may affect the Office of the City Clerk operations; implements policy and procedural changes as required.
- Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
- Performs other duties as assigned.
QUALIFICATIONS:
Must have working knowledge of:
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
- Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
- Functions, authority, and responsibilities of a City Council.
- Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
- Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures.
- Record keeping principles and procedures.
- Modern office practices, methods, and computer equipment and computer applications related to work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
- Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for assigned program areas.
- Provide administrative and professional leadership and direction to the City Clerk’s Office and the City.
- Prepare and administer budgets; allocate limited resources in a cost-effective manner.
- Interpret, apply, explain, and ensure compliance with Federal, State, and local laws, rules, regulations, policies, and procedures.
- Plan, organize, direct, and coordinate the work of technical and administrative personnel; delegate authority and responsibility; select, train, motivate, and evaluate the work of staff.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Coordinate municipal elections within legal guidelines.
- Oversee and coordinate maintenance of the official records of the City.
- Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
- Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Requirements: 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 and Experience:
Equivalent to graduation from an accredited four-year college or university with major coursework in pubic or business administration, or a related field, and five (5) years of increasingly responsible experience in a City Clerk’s or Deputy City Clerk’s office, including three (3) years of experience providing administrative support to executive-level managers.
Licenses/Certifications Required:
- Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
- Possession of a Certified Municipal Clerk (CMC) certification is highly desirable.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City 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 in 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 25 pounds.
Application deadline – 5:00 p.m. on FRIDAY, DECEMBER 6, 2019
Apply online at www.calopps.org/city-of-sausalito
For questions about job openings or any topic related to Human Resources, please contact
Susan S. Paterson, Human Resources Manager, at spaterson@sausalito.gov or (415) 289-4130.
The City of Sausalito is a drug free workplace.
E.O.E./A.D.A.
