General Responsibilities

Responsible for a wide variety of duties essential to the administrative operations of the city, including direct support to city administrative and elected officers; maintenance of records and records retentions schedules, agendas, and project records; and serves as a key liaison with the public and outside agencies on a daily basis. Manage website and online, social media presence. Promote events. Under direction, also provides varied, complex and often confidential, technical administrative assistance to a department head and professional staff. Based on background may also be responsible for HR and/or risk management.

Essential Functions

The following duties are normal for this position but should not be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Works under the general supervision of the City Manager.
Prepares and posts agendas for City Council, Planning Commission, Design Review Committee and other city meetings pursuant to the Ralph M. Brown Act.
Attends and takes minutes of City meetings and generates official minutes for preservation in the permanent record.
Responsible for and authorizes the release of City records ensuring compliance with the Public Records Act.
Work with and control sensitive, confidential information.
Provides support services to Mayor, City Council and City Manager.
Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities; prepares forms, requisitions and other materials for vendors and other City departments.
Maintains effective relationships with other employees, officials, and all members of the general public.
Provides information to the public and handles citizen complaints or refers them to the proper authority for disposition.
Prepares various documents and materials including, but not limited to, correspondence, legal notices, proclamations, resolutions, ordinances, reports and publications. May perform research, analyze and interprets laws, ordinances and records.
Similar duties for City board and commissions
Responsible for managing local elections.
Facile with Agenda management software, website and social media.
Gathers data and performs data analysis on a continuous or special project basis.
Composes letters, memoranda, and other documents on own initiative.
Maintains and updates City, departmental, and/or program websites.
Coordinate and act as a liaison for the City’s risk management activities.
Digitize historic records.
Perform Human Resource activities and maintenance of confidential personnel records, including staffing, employment processing, compensation, health and welfare benefits, training and development, records management, safety and health, employee relations and retention.
Support management by providing human resources advice, counsel, and decisions; analyzing information and applications.
Responsible for the management of the organization's employee benefits program.
Complies with federal, state, and local legal requirements by studying existing and new legislation; anticipating legislation; enforcing adherence to requirements; advising management on needed actions.

Qualifications

Knowledge of:

Organization and function of public agencies, including the role of the City Clerk, the role of an elected City Council and appointed boards and commissions.
Principles, practices, and techniques related to public records management, document imaging, and agenda preparation; applicable federal and state laws and regulations, including the Political Reform Act, Brown Act, and Public Records Act; and research methods, procedures, and analysis.
Computer applications related to the work, including word processing, web design, database, and spreadsheet applications. Knowledge of Municode ordinance, website and agenda management software a plus.
Techniques for dealing effectively with and providing a high level of customer service to the public, vendors, contractors and City staff, in person and over the telephone.

Skills:

Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
Using tact, discretion, initiative and independent judgment within established guidelines.
Analyzing and resolving office administrative situations and problems, including personnel, recruitment, purchasing, and facility needs.
Preparing statistical and narrative reports, and formatting and presenting information.
Researching, surveying, organizing, compiling and summarizing a variety of informational materials.
Establishing and maintaining effective working relationships with those contacted in the course of the work.
Detail oriented, maintaining accurate records and files.
Record digitation experience a plus
Must have strong computer skills with software including google applications, Microsoft office suite, website tools, and agenda management software.

Ability to:

Learn and apply operating policies, procedures and methods of City Hall.
Prepare accurate written reports and correspondence.
Understand and carry out both oral and written directions.
Respond quickly and effectively in difficult situations with good judgement.
Work with limited supervision.
Establish and maintain cooperative working relationships with other personnel.
Communicate effectively with the general public.
Maintain accurate and organized digital records

Education and Experience Guidelines

Three years of increasingly responsible clerical experience and working with the public or any equivalent combination of education and progressively responsible experience. Experience with a city or other governmental agency is highly desirable. Qualifying for consideration in the selection process will be based on the description listed above under Knowledge, Skills, and Abilities, and a combination of the Education and Experience requirements described below.

Education:

High school diploma or equivalent required. AD or BS in public policy or business administration or related field desired.

Licenses/Certificates:

Possession or active pursuit of Certified Municipal Clerk (CMC) is strong plus. Possession of a valid California Class C driver’s license, proof of insurance and satisfactory driving record is required. Applicants are required to pass a background investigation prior to employment.

Personal Attributes:

The incumbent must demonstrate the following personal attributes:

Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Be flexible
Demonstrate sound work ethics and judgement

WORKING CONDITIONS

Physical Demands

Maintain the following physical abilities: see well enough to read instructions, read fine print, view computer screen, operate vehicles and equipment; hear well enough to converse on the telephone, on the radio and in person, assist customers and program supplies and equipment; use of hands and fingers for use of computer keyboard, copy machine, filing, writing, drive equipment and answering telephones; be able to lift equipment as necessary.

PROBATIONARY PERIOD

Employees must complete six (6) months of probation at a satisfactory performance level prior to gaining permanent status.

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