EMPLOYMENT
CLASSIFICATION: Management
DEPARTMENT: City Manager
REPORTS TO: City Manager
PURPOSE/OBJECTIVE OF JOB: Assumes responsibility for the overall planning, administration, and operation of the City Clerk’s office prescribed by-law of the State of California; performs a variety of other administrative duties for the City Council; and to provide highly complex staff assistance to the City Manager and other department directors.
The City Clerk is an at-will position. The City Manager shall appoint the City Clerk with the advice and consent of the Council.
LEVEL OF SUPERVISION REQUIRED: Limited
SUPERVISORY RESPONSIBILITIES: None
DUTIES AND RESPONSIBILITIES:
Essential and other important responsibilities and duties as Clerk of the City Council, may include, but are not limited to, the following:
- Process Notices of Public Hearings, schedule agenda items, coordinate final agenda packet preparation, and finalize minutes of previous meetings; respond to citizen and press inquiries; processes and oversees all Public Records Requests.
- Attests publish and post ordinances and resolutions; prepare and send out minutes; execute/acknowledge contracts, certify legal documents, coordinate recording of documents, and witness maps.
- Serve as custodian of the official City records, and the City's Official seal; plan and direct the maintenance, filing and safekeeping of all municipal documents.
- Plan and direct City's Record Management and Electronic Records Management programs in compliance with legal requirements and City policy.
- Provide contract administration; supervise purchase and contract bid openings and performance bonds.
- Serves as Election Filing Officer; handle all necessary paperwork for candidates, running for office and Measures going on the ballot; following the California Election Code; work closely with Kern County Elections office, as we consolidate with them; Special Elections, Filing Officer is responsible for all aspects of the election.
- Prepare and monitor the department budget; develop recommendations for proposed budget; prepare mid-year adjustments of current budget.
- Develop, implement, and manage policies and procedures within the City Clerk’s Office.
- Recommend Citywide records management, public records, the Brown Act, and Elections Code policies, and changes to policies.
- Support risk management program: accept, log and process claims and service of legal process; coordinate work with claims administrator, answer interrogatories, certify City documents, provide research, and appear in court on behalf of the City.
- May act as clerk or secretary for other public agencies.
- Act as Notary Public for the City.
- Perform related duties as assigned.
QUALIFICATIONS:
Possession of:
Valid California Driver’s license and good driving record.
MINIMUM QUALIFICATIONS:
Knowledge of:
- Perform a variety of complex and responsible day-to-day operational duties related to support of the City Clerk Department and meet related deadlines.
- Review documents related to department operations; observe, identify and problem solve office operations and procedures; and problem solve office issues for the public and with staff.
- Independently compose ordinances, resolutions, and minutes and prepare clear, concise and complete general meeting minutes, documentation, and other reports and correspondence.
- Understand, interpret, apply, and explain City policies, procedures, and rules and regulations; and explain various rules and regulations relating to City Clerk operations.
- Assist in the preparation, conduct and certification of municipal elections.
- Accurately prepare minutes of meetings.
- Exercise sound, independent judgment within general policy guidelines.
- Maintain a high level of confidentiality related to a wide range of sensitive information routinely encountered as part of work assignment.
- Work long and varied hours, including evenings and/or weekends if required, work under pressure and time constraints.
- Communicate clearly and concisely, both orally and in writing.
- Operate computerized data management systems with proficiency and familiarity; type at a speed necessary for successful job performance; maintain accurate records and files.
- Train and direct the work of clerical staff.
Establish and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
EXPERIENCE & TRAINING / LICENSE AND/OR CERTIFICATE:
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
EXPERIENCE:
Five years of increasingly responsible professional experience in a City Clerk's office, including at least two years at a management or supervisor level.
Possession of an International Institute of Municipal Clerks designation as Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is highly desirable.
ESSENTIAL PHYSICAL REQUIREMENTS:
Strength: See Attached CA RU-91
Exert force to 10 lbs. occasionally, or a negligible amount of force frequently to lift, carry, push, pull, or move objects.
Ability to:
Reach, turn, move from one location to another.
Speak clearly and correctly, sit, hear, handle.
Stand, walk, kneel, crouch, stoop.
Demonstrate visual acuity (near-under 20 inches, far-over 20 feet), and to focus.
Perform one or more of the following functions simultaneously: reach, turn, move from one location to another, handle, read, write, speak, sit, hear.
ENVIRONMENTAL CONDITIONS TO WHICH EXPOSED:
Low to moderate noise intensity level.