Are you a detail wizard with a passion for public service? Do you thrive in fast-paced environments and enjoy keeping everything running smoothly behind the scenes? If so, the City of Westminster wants YOU to be our next City Clerk. In this exciting role, you’ll be the heartbeat of our city’s operations, helping us stay organized, transparent, and connected with the community. From managing official records and supporting City Council meetings to ensuring we’re compliant with all the right rules, your work will directly impact our organization and community. So, if you’re ready to make a difference and keep things ticking along, we would love to meet you!
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below depending on organizational needs.
As the City Clerk, you’ll be the mastermind behind the scenes, managing and coordinating the day-to-day operations of the City Clerk’s Office. You’ll work closely with the City Council, preparing agendas, keeping track of official actions, and making sure all the necessary notices are out there in time. Your attention to detail will ensure that everything runs like clockwork—from official records and legal notices to elections and public requests. You won’t be working alone, either! You’ll be supported by a full time Assistant City Clerk and a team of three full time support staff, all working together to keep the city’s administrative engine running smoothly. This role is key in supporting the City Council, ensuring that official proceedings are documented and that all required notices are published and posted. You will play an essential part in municipal elections, from coordinating the process to ensuring compliance with relevant laws. Additionally, you will manage the receipt and processing of petitions, claims, and legal documents like subpoenas, summonses, and public information requests. You will also oversee the City’s records management program, ensuring all official City records are properly filed and maintained, while also managing contracts, agreements, and notices for legal purposes. As the expert in the meeting process, you will provide support to the city's boards, commissions, and committees. You will be the go-to person for all things related to the City’s governance, and your work will directly support the City Manager and executive management team in making sure everything runs smoothly.
This is a Department Director classification that reports directly to the City Manager and oversees, directs, and participates in all activities of the City Clerk's department, including development, and administration of departmental policies, procedures, and services. This classification 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, 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. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering City goals and objectives within general policy guidelines. Knowledge and expertise of the Brown Act, elections code, Fair Political Practices Commission, and Public Records Act are required. Attendance at Council meetings are also required.
For full job classification, visit:
https://www.governmentjobs.com/careers/westminster/classspecs/1204004QUALIFICATION GUIDELINES
The following guidelines are recommended in order to successfully perform the assigned duties. Any combination of the education and experience guidelines may be considered qualifying depending on the needs of the position. Knowledge and ability guidelines are expected upon entry or may be learned within a short period of time. Additional licenses and certificates may be required as described below.
Knowledge of:
- Operations, services, and activities of a City Clerk's Office; and organization and function of City government.
- Pertinent federal, state, and local laws, codes, and regulations including election laws and procedures, Political Reform Act requirements, open meeting laws and procedures, Conflict of Interest Code reporting requirements, and Public Records Act requirements.
- Principles and practices of municipal budget preparation and administration.
- English usage, spelling, grammar, syntax, punctuation, and business math; and principles and practices of business correspondence.
- Principles of supervision, training and performance evaluation.
- Modern office procedures, methods and computer equipment including new technologies used to automate systems; and principles and practices of document imaging systems and processes.
Ability to:
- Provide excellent customer service and to maintain excellent working relations with the City Council; members of City Boards, Commissions and Committees; City staff; members of the media; and members of the community.
- Communicate effectively, both orally and in writing.
- Effectively utilize software applications to deliver services in an efficient manner.
- Use good judgment in implementing direction from the City Council and City Manager.
- Interpret and apply federal, state and local laws, regulations and policies.
- Work independently, manage and organize multiple projects, meeting all deadlines.
- Efficiently manage Department staff, budget and resources to accomplish the work of the Department and to meet goals and objectives.
- Move and transport boxes weighing up to 20 pounds.
Education and Experience:
- Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, records management or a related field.
- Five years of increasingly responsible experience in a City Clerk's Office or equivalent experience in a similar government entity. At least three years of the required experience must have included administrative and supervisory responsibility.
- Additional relevant experience may be considered in lieu of the required Bachelor's degree.
Licenses/Certificates:
- Designation as a Certified Municipal Clerk (CMC) by the International Institute of Municipal Clerks is highly desirable.
- Commission as a Notary Public in the State of California within six months of appointment.
- Possession of a valid California Driver License.
WORKING ENVIRONMENT AND PHYSICAL DEMANDS
The working environment and physical demands summarized below are representative of those encountered while performing the essential functions for this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions.
Working Environment:
Standard office setting. Requires regular attendance at City Council meetings, which generally occur during evening hours. Dates and times for City Council meetings are subject to change at the pleasure of the City Council.
Physical Demands:
Incumbents require sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; and operate office equipment including use of a computer keyboard. Sufficient finger dexterity needed to continually use a computer keyboard and operate standard office equipment. Ability to verbally communicate to exchange information. Ability to move and transport boxes weighing up to 20 pounds.
Vision:See in the normal visual range with or without correction. Vision sufficient to read computer screens, printed documents, overhead presentations, and to operate assigned equipment.
Hearing:Hear in the normal audio range with or without correction.
