Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION: Under direction, performs the moderately difficult and complex clerical and administrative duties assigned to the clerical series in support of a department director or manager; performs a variety of complex clerical and administrative support work in relieving a department director and other staff in the Department as directed, of routine office duties and record keeping procedures; prepares correspondence requiring in-depth knowledge of specialized subject matter; may be responsible to assist with Council, board commission, or committee minutes, agendas and related tasks; may be responsible to assist with records management and retention related tasks; may be responsible to assist with election related duties; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS: The City Clerk Specialist is a working level class in the Clerical series in which incumbents are expected to independently perform the full range of assigned clerical and administrative duties in support of department management team. Incumbents perform a full range of office and administrative support duties, including organization, scheduling and coordination of department specific work load and activities, preparation of technical reports, department related project management documentation, and explanation of City codes or ordinances. This classification is distinguished from the next higher classification of Administrative Secretary in that the latter performs the more complex administrative work in direct support of a department director.

SUPERVISION RECEIVED/EXERCISED: Receives direction from department management team. May exercise indirect supervision over assigned clerical staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Performs the more difficult and complex administrative duties assigned to the Clerical series in support of department management team and other staff departmental personnel as directed, of routine office duties and record keeping procedures; prepares correspondence requiring in-depth knowledge of specialized subject matter.

Assists with clerical duties associated with Council, boards, commissions, or committees; attends meetings; takes and prepares meeting minutes; prepares agendas based on direction from department management.

Assists with City-wide records management and retention related tasks, including matters related to public records requests.

Assists with a variety of municipal election related duties.

Assists the public by answering telephones, assists with receptionist duties and receiving visitors at public counter and/or community meetings; demonstrates an in-depth understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; represents the City to all callers and visitors in a professional and customer friendly manner.

Uses computers and electronic devices to enter and prepare drafts, labels, forms, envelopes, and a variety of documents, including general correspondence, reports, legislative documents, and memos; gathers data and keeps necessary records to support administrative decision making; establishes and maintains a variety of records and files; researches files for information requested by departmental staff or as necessary for the preparation of reports or conduct of other office business; maintains and processes a variety of documents and records, including timesheets, performance evaluations, personnel forms, purchasing forms, and claim vouchers.

Assists with routine administrative tasks associated with departmental programs and bid processes.

Maintains files; orders office and other various supplies and equipment; sorts and distributes mail received by departmental staff, including but not limited to claims, election related materials and public records requests

Establishes positive working relationships with representatives of community organizations, State/local agencies, the public, City management and staff.

OTHER DUTIES: (include but are not limited to the following)

May assist in monitoring budgets related to specifically assigned programs; prepares moderately complex worksheets and tables from standardized data and makes mathematical calculations.

May provide indirect supervision and training to other clerical staff within applicable department.

Performs other related duties as required.

PHYSICAL, MENTAL, AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data, and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

The City of Whittier encourages applications from qualified individuals with disabilities as defined by the Americans with Disabilities Act and California Fair Employment and Housing Act. Individuals who require accommodation in the application or testing process should contact the Human Resources staff at least 5 days prior to the application deadline or 5 days prior to the testing process so that a reasonable accommodation may be made. Persons requesting a reasonable accommodation will be required to provide documentation of such need. Seeking or receiving an accommodation by the City will have no negative impact on an individual's application or employment.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a City Clerk Specialist. A typical way of obtaining the required qualifications is to possess the equivalent of three years of significant, directly related, and progressive clerical experience, a high school diploma or equivalent, supplemented by coursework in office procedures, typing, word processing, shorthand, filing and records management.

License/Certificate:

Possession of, or ability to obtain, a valid class C California driver's license may be required.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Knowledge of:

Standard office and administrative policies and procedures; City codes and ordinances related to assigned department; records processing and maintenance procedures and systems; preparation of complicated documents requiring in-depth specialized knowledge; methods and techniques of supervision, training, and motivation, basic principles of mathematics; applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.

Ability to:

Provide complex and difficult administrative support to a department head; relieve assigned department head of administrative detail; handle routine administrative tasks associated with sub-components of departmental programs; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the work; read, understand and explain specific documents; maintain accurate office files; compose correspondence or documents; meet critical deadlines; deal successfully with the public, in person, and over the telephone; courteously respond to community issues, concerns, and needs; attend evening meetings as required; supervise, train, and evaluate staff; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes, ordinances and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of word processing and position specific software applications.

Medical: Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process: The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.

Exam Information: (Dates to be determined.)

Panel Oral Interview: 100%