Deputy City Clerk / Administrative Aide (20655606)

The ideal candidate will have collegiate level coursework or a degree in public or business administration or a related field. In addition to two (2) or more years of increasingly responsible administrative experience with at least a year in a City Clerk's or Deputy City Clerk's office, including one (1) or more years of experience providing administrative support to executive-level management. Course work towards the Certified Municipal Clerk designation is highly desirable.

The successful candidate will have a positive attitude even in the face of challenge and discord, will greet every visitor and staff member with compassion and acceptance, and will deliver excellent and timely customer service while fostering positive and effective cooperative working relationships among City departments and with State and local intergovernmental and regulatory agencies and various public and private groups. The ideal candidate will practice a wide variety of collaborative decision-making, within the guidelines of the City Clerk, as well as legal and general policy and regulatory guidelines.

EXAMPLES OF DUTIES:

Depending upon assignment, duties may include, but are not limited to, the following:

• Attend assigned meetings including those of the City Council, takes and transcribes minutes of the meetings and the action taken.
• Maintains meeting minutes and a log of all documents acted upon by the Council including resolutions, ordinances, leases, contracts, and agreements; may record date/vote and any modifications made to the documents.
• Serves as deputy custodian of records and indexes Council minutes, resolution, ordinances, and other public records; prepares public hearing notices; may serve as Notary Public for official City documents; administers Oaths of Office as required.
• Relieves the City Clerk, City managers, and City Council members of a variety of administrative details by assisting with various administrative duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to the City Clerk’s office, including assisting with budget preparation, contracts and grants administration; developing, composing, typing, editing, proofreading a variety of complex documents; and preparing Council and other meeting agendas and packets; maintains calendars and makes meeting arrangements; schedules a variety of meetings and events.
• Composes routine correspondence; answers questions from the public and City personnel regarding ordinances, resolutions and official actions; may attend and participate in meetings and conferences with department administrators, public agencies and private citizen and professional groups.
• Reviews, conducts research regarding, and may sign official documents; prepares proclamations, resolutions, and ordinances; serves as the filing officer for required economic interest and campaign disclosure statements in compliance with the Political Reform Act.
• Administers, manages, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk’s Office
• Provides input to supervisors related to the performance of administrative and other personnel working on programs administered by the Deputy City Clerk – Administrative Aide
• Contributes to the overall quality of the department’s service by making recommendations for improvements to policies and procedures, service delivery methods and procedures, the distribution of work, and support systems to meet legal requirements and City needs; participates in and supports the implementation of change.
• Participates in the coordination of the activities of the City Clerk’s Office with those of other departments and outside agencies and organizations.
• As assigned, supports, plans, manages, or 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.
• Participates in the operations of the City-wide records management program, document imaging system, and records preservation and destruction; administers legally compliant retention schedules for City records; implements and recommends updates for records retention policies and procedures; researches City documents, historical information, and other information as needed; attests, indexes, and files legislative actions as required.
• Ensures compliance with all legislative, regulatory, and ordinances related to public information, public meetings, and City records and public information and monitors legal requests for records.
• May participate in or administer public hearing processes including the coordination of public hearing packets and public notices of hearings in accordance with various government code requirements and legal deadlines.
• Prepares updates to the codification and assists with compliant distribution of revisions to the Municipal Code.
• As assigned, represents the City Clerk’s Office to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
• Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations in the field of municipal government.
• Monitors changes in laws, regulations, and technology that may affect 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:

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
• Public agency budget development, City-wide administrative practices, and general principles of risk management related to the functions of the assigned area.
• Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs, principles and practices of municipal government administration.
• 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.
• 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, effective composition, word usage, semantics as it relates to public and governmental documents and policies, 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 support 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, administer, 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.
• Coordinate maintenance of the official records of the City.
• Write and compose professional, clear, concise, and accurate documents for a variety of purposes and audiences.
• 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.
• Travel to and from meetings of your own volition and at all hours of the day or evening in a timely manner.
• 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.

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 academic coursework in public or business administration, or a related field.

Experience:  Two (2) years of increasingly responsible administrative or clerical experience including the custody and maintenance of official documents, records, and files.  One (1) year of experience providing administrative support to executive-level managers.  [Revised job description being proposed at September City Council meeting reflecting this language]

Licenses and Certifications: Possession of a Certified Municipal Clerk certification is desirable.

Special Requirements: This position requires the ability to work other than normal business hours, including evenings and the ability to travel in a timely manner, of one’s own volition, to and from meetings at various geographical locations on days, evenings, and weekends.