The City of Aliso Viejo is seeking a dynamic and experienced professional with outstanding interpersonal and leadership skills to join our team as our next Director of Government Services. The Director of Government Services will play a crucial role in overseeing the operation of the Government Services Department, including City Clerk functions, public information, and records management.
This position reports directly to the City Manager.
GENERAL PURPOSE
Under general direction, plans, manages, and oversees the activities and operations of the City Clerk’s Office, serving the City Council, City Manager, and the general public; coordinates legislative, elections, and records administration functions and works with other departments, officials, and the general public; oversees and manages programs and activities of the public information function within the City Manager’s Office; coordinates media and community relations activities to ensure publicity and outreach for City programs, services and events; and performs related duties as assigned.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Provides leadership for City Clerk functions; directs the organization, preparation, printing, assembly and distribution of City Council agendas and related materials. Attends City Council meetings and directs the recording and maintaining of the minutes of the proceedings. Oversee the publication, filing and indexing of all City Council proceedings; the indexing, retrieval and retention of all official City documents; and maintenance of legislative history. Supervises the maintenance and update of the City Municipal Code and Zoning Code.
- Directs the public information program for the City; directs the preparation of press releases, publicity, announcements, articles, letters and position papers on City programs, policies and actions, as well as community events and activities. Ensures dissemination of positive and accurate information to the public; serves the community through outreach efforts, including social media, digital content, and search engine optimization; engages and interacts with the media.
- Plans, coordinates and directs all municipal election activities to ensure compliance with local, State, Federal laws and standards. Serves as the filing officer for requirements of the Political Reform Act, monitors changes in law, and administers campaign disclosure laws.
- Reviews, signs and ensures the proper dissemination of public and legal notices in accordance with State open meeting laws; notarizes documents for the City, staff, and public and maintains related files, or manages such activities.
- Manages and participates in the development and administration of the City Clerk’s Office and Public Information budget, including proposed budget adjustments.
- Executes and certifies official City documents; maintains custody of City Seal; administers and files oaths and affirmations; takes affidavits and depositions pertaining to City affairs.
- Coordinates City Clerk’s Office activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Council’ prepares and presents staff reports and other correspondence.
- Administers required filings such as Conflict of Interest Statements and Financial and Campaign Disclosure Statements.
- Administers the City’s Records Management and Archives programs (Laser Fiche), including the City’s annual Free the Files Day and the community annual document shredding/destruction/identity theft/e-waste event; coordinates and responds to public records requests including requests for copies of blueprints/building plans.
- Answers public inquiries on a variety of issues such as business licenses, other departmental matters, and general information about the City or elections and records management procedures; resolves complaints and directs questions to appropriate departments.
- Prepares staff reports and research on various items as requested by the City Manager; works with Council Ad Hoc working groups and committees on various assignments; works with Mayor to coordinate and schedule the awarding of certificates of recognition.
- May attend committee meetings on behalf of the City Manager regarding legislation and other matters that may affect the City.
Knowledge of:
- Advanced principles and practices of municipal government, including budget preparation and administration.
- Principles and practices of government public relations/public education including the use of social media and maintenance of a website; time management and meeting deadlines; record keeping; professional letter writing; information gathering; and supervision, training, and performance evaluation.
- Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
- Pertinent Federal, State, and local laws, codes, and regulations including but not limited to the Political Reform Act, California Public Records Act, Brown Act, Maddy Act, California Notary laws, and elections laws and procedures.
- Records management and retention laws, regulations, and practices; electronic document management systems.
- Principles and practices of municipal government budget preparation and administration.
- English usage, spelling, grammar and punctuation.
Ability to:
- Respond to Community and City Council issues, concerns and needs.
- Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient government services.
- Communicate effectively both verbally and in writing.
- Exercise judgment in resolving administrative and policy questions; exercise tact and diplomacy in resolving potential conflict situations.
- Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
- Interpret and apply City policies, procedures, laws, and regulations.
Education/Training/Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is:
Education: Graduation from an accredited four-year college or university with a bachelor’s degree in public administration, business administration, or related field.
Experience: A minimum of seven years of increasingly responsible administrative experience in a City Clerk’s office, and at least two years of supervisory or management experience over staff.
Licenses; Certificates; Special Requirements:
A valid Class C California driver’s license and the ability to maintain insurability under the City’s Vehicle Insurance Policy.
Possession of, or ability to obtain a Notary Public Certificate.
Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks. Master Municipal Clerk (MMC) certification highly desirable.
The physical and 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.
Physical Demands
The position requires constant sitting and occasional walking and standing; the employee talks and hears, both in person and by telephone. Specific vision abilities required by this job include close vision and the ability to adjust focus.
The employee uses hands to operate office equipment; and reach with hands and arms. The employee bends, stoops, or squats to access, place and retrieve files, supplies and records, and reaches, lifts, and move records and documents weighing up to 20 pounds.
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City officials, City staff, customers and the public.
Work EnvironmentThe employee typically works in office conditions; the noise level is frequently quiet or moderately quiet.
