DEFINITION

Under administrative and policy direction, manages, organizes, and directs the operations and activities of the City Clerk’s Office; conducts municipal and special elections, maintains official records and documents of the City, coordinates assigned activities with other city departments and outside agencies; provides highly responsible and complex administrative support to the City Council and the City Manager; and performs other related duties and responsibilities as required.   

DISTINGUISHING CHARACTERISTICS

This executive level classification oversees, directs, and participates in all activities of the City Clerk’s Office, including planning and organizing the work activities and operations of staff engaged in maintaining official records and documents of the City.  This class provides assistance to the City Manager in a variety of administrative, coordinative, analytical, and liaison capacities.   Successful performance of the work requires 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.  Duties and responsibilities are carried out with a high degree of independence within the framework of established policies, procedures and regulations.  The Assistant City Clerk is distinguished from the City Clerk in that the latter class has overall responsibility for all functions of the City Clerk’s Office and for developing, implementing, and interpreting public policy. 

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the City Manager, and/or Assistant City Manager.  Exercises general supervision over assigned staff.  

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assumes management responsibility for all services, activities and priorities of the City Clerk’s office; provides leadership in planning, developing and implementing Department goals and objectives. 
2. Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within City policy, appropriate budget, service, and staffing levels.
3. Manages and participates in the development and administration of the department’s annual 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.
4. Selects, trains, motivates, and directs department personnel as well as consulting staff; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees to correct deficiencies; implements discipline and termination procedures; and responds to staff questions and concerns.
5. Contributes to the overall quality of the department’s services by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs.
6. 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 relationship; identifies opportunities for improvement; directs the implementation of change.
7. Serves as Clerk to the City Council; attends City Council meetings; directs and supervises the recording and maintaining of minutes of City Council and other meetings; supervises and directs the publication, filing, indexing and safekeeping of all proceedings and documents of the City Council. 
8. Directs and supervises the preparation, organization, printing and distribution of the agenda for City Council meetings, including preparation and publication of legal notices. 
9. Coordinates department activities with other departments and outside agencies and organizations; provides staff assistance to the City Council and City Manager; and prepares staff reports and other necessary oral and written correspondence. 
10. Administers and maintains the City’s comprehensive records management and retention program, ensuring compliance with appropriate guidelines for records retention and disposition, updates and files official municipal documents. 
11. Plans, coordinates and directs general and special municipal election activities and ensures compliance with federal, state and local laws; verifies nomination papers and receives/certifies initiative referendums and recall petitions. 
12. Ensures compliance with and acts as filing officer for Political Reform Act. 
13. Develops and participates in the administration of the City Clerk’s Department budget. 
14. Coordinates the City’s response to Public Records Requests and ensures compliance with the State California Public Records Act. 
15. Receives and logs claims for damage, summons, complaints, and subpoenas as appropriate. 
16. Supervises the maintenance and update of the City of Jurupa Valley’s Municipal Code. 
17. Researches and analyzes complex administrative, legislative and administrative issues; prepares and presents reports. 
18. Establishes, maintains and fosters positive and effective working relationships with City staff and all those contacted in the course of work. 
19. Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
• Public agency budgetary, contract administration, 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 and practices of employee supervision, including work planning assignment, review and evaluation and the training of staff in work procedures.
• Applicable Federal, State and municipal laws, codes, regulations and procedures related to municipal elections, open meetings, parliamentary procedure, political reform requirements, including Political Reform Act, Fair Political Practices Act, Maddy Act, Ralph M. Brown Act, California Government Code, California Public Records Act and California Elections Code. 
• Public notice laws, provisions and procedures. 
• Principles and practices of records management, including records retention laws. 
• Functions, authority, responsibilities, and limitations of an elected City Council.
• Methods and techniques for the development of presentations, contract negotiations, business correspondence, and information distribution; research and reporting methods, techniques and procedures.
• Record keeping principles and procedures.
• Modern office procedures, methods, and equipment including computers.
• Computer applications such as word processing, spreadsheets, and statistical databases.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, education, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Principles of supervision, training, and performance evaluation.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• City and mandated safety rules, regulations, and protocols.

Ability to:

• Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
• Prepare and administer budgets; allocate limited resources in a cost-effective manner.
• Interpret, apply, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Understand, interpret, explain and apply complex federal, state and local laws, rules and ordinances including but not limited to the Public Records Act, Ralph M. Brown Act, Fair Political Practices Commission regulations, California Government Code, and California Government Code.
• Provide information and organize material in compliance with laws, regulations and policies. 
• Coordinate municipal elections within legal guidelines.
• Direct the retention and destruction of official records according to applicable laws and regulations. 
• Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• 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.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgement within general policy, procedural and legal guidelines.
• Work cooperatively with other departments, City officials, and outside agencies.
• Establish and maintain effective working relationships with those contracted in the course of work.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Plan, organize, direct, and coordinate the work of supervisory, technical, and administrative personnel, delegate authority and responsibility. 
• Communicate effectively, orally and in writing with elected and appointed officials, City Manager, Directors, Commissions, attorneys, contractors, vendors and community groups; remain impartial when dealing with sensitive political issues; maintain confidential information. 
• Analyze situations carefully and adopt effective courses of action. 
• Demonstrate an awareness and appreciation of the cultural diversity of the community. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Ensure adherence to safe work practices and procedures.
• Operate a vehicle observing legal and defensive driving practices.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience:

A minimum of five (5) years of increasingly responsible and complex management and/or administrative experience as an Assistant City Clerk or Deputy City Clerk, of which at least  two (2) years included supervisory experience.  

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field.   Additional qualifying experience may substitute for the required education on a year-for-year basis.  

Licenses and Certifications:

• Possession of a State of California driver’s license and proof of insurance.  
• Designation from the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC), or ability to obtain within one (1) year of employment.  
• Possession of, or ability to obtain, a Notary Public Certificate. 

Special Requirements:

Employee in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS

The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.  

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City development and meeting sites.  Vision is required to read printed materials and a computer screen.  Hearing and speech is required to communicate in person, before groups, and over the telephone.  Touch is required in order to handle documents and use a computer.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Must be able to sit for prolonged periods of time.   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 20 pounds.  

Mental Demands: 

While performing the duties of this class, the incumbent in this class regularly uses written and oral communication skills; reads and interprets complex data, information, and documents; analyzes and solves problems; uses math, and mathe­matical reasoning; observes and interprets people, and situations; learns and applies new information; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with elected officials, City management, staff, homeowners, members of the public, representatives of private and public agencies, and others encountered in the course of work.