The City of San Mateo Office of the City Clerk is looking for a highly qualified, experienced Assistant to the City Clerk
Why Join our Department?
The Office of the City Clerk is a service department within the municipal government upon which the five-member City Council, all City departments, and the general public rely for information regarding the operations and legislative history of the City. The City Clerk serves as the liaison between the public and the City Council and provides related municipal services such as serving as the Elections Official, providing key staff for Council meetings and recording all Council action, and serving as records manager for the protection and preservation of the public record.
Look to some of the reasons why the City of San Mateo is a great place to work: https://www.youtube.com/watch?v=_GTIzeSpc_g
What You’ll Do
The Assistant to the City Clerk position serves as the welcoming and friendly face of government for both the City Council and the City Clerk’s office as this position is the first contact for the front counter and the primary receptionist. The position requires an ability to help demystify government services and processes, learn and maintain an understanding of all government services and procedures and help citizens get to the right service. The position’s administrative functions include responsibility for records management including filing and scanning; managing off-site records inventory; managing and ordering office supply inventory; writing correspondence, creating certificates of commendation and writing proclamations on behalf of the Mayor. This position is also charged with maintaining multiple calendars, processing reservations and invoices and acting as primary administrative support for Council and the City Clerk. Excellent attention to detail, writing and proofreading skills are required and a positive upbeat attitude with the ability to be flexible, resilient, and creative when situations change is essential. The successful candidate will have a strong work ethic, a passion for making a difference and helping citizens, and a desire to grow in this field.
Some of the duties may include, but are not limited to, the following:
- Attend meetings as required, may prepare meeting minutes, may assist in City Council agenda preparation and follow-up, as needed; manage Council reservations, correspondence and calendars
- Manage, implement, and monitor the Clerk’s records management programs, including document imaging, the receipt, storage, retrieval and disposition of official City records; work with records representatives from other departments and train them in the process
- Assist with coordinating the bi-annual City-wide Records Clean-up Event; maintain comprehensive indexing and filing system of City Council actions, including resolutions, ordinances, deeds, contracts, and agreements; provide research to staff and the public on information needs, as needed
- Provide information and answer inquiries from officials, the public, and City staff on laws, procedures, and policies, such as the City Municipal Code, the Brown Act, and the Public Records Act; organize and assist with the filing of Statements of Economic Interests and Campaign Statements for candidates, office holders and City employees; record and file deeds and other documents requiring recordation; maintain and monitor agreements and insurance certificates; perform special projects as needed; and ensure the provision of official notification of public hearings, including legal notices in accordance with City, State, and Federal laws.
- Apply applicable policies and procedures in determining completeness of applications, records and reports
- Ensure that meeting facilities are properly prepared
- Maintain logs and manage Council and Clerk correspondence and responsiveness from other departments; receive, sort and distribute incoming and outgoing correspondence
- Assist Deputy with the preparation and distribution of notices, action reports, letters, and other correspondence as required by action taken in the meetings
- Act as receptionist and primary responsibility for staffing the front counter; answer the telephone and assist the public and internal customers by responding to requests for information; issue, receive, process various applications
- Order office supplies, manage supply inventory; submit expense claims, pay bills as needed
- Perform general clerical work including filing, scheduling appointments, and processing personnel, payroll and purchasing information
- May maintain petty cash fund; accept payment of fees; maintain and process cash records
The Assistant to the City Clerk receives general supervision from the Deputy City Clerk or a higher-level position and may exercise direct or functional and technical supervision over lower-level clerical positions, volunteers, and interns.
For a complete list of duties, reference our job specifications at www.cityofsanmateo.org
