**THE CITY OF HEMET IS AN EQUAL OPPORTUNITY EMPLOYER**
The City of Hemet is currently accepting applications for the position of City Clerk. There will be one (1) vacancy at City Hall.
The City Clerk is an at will position.
REQUIRED ATTACHMENT MATERIALS:- Resume
- Cover Letter
- References
- Municipal Clerk certification**
*All required documents MUST be submitted with application to be considered.
THE POSITIONUnder general direction of the City Manager or his/her designee, serve as clerk of the City Council, and Housing Authority. Supervise and coordinate the programs and activities of the Office of the City Clerk. Maintain and index permanent records of the City. Prepare and distribute City Council, and Housing Authority Agendas; attend all responsible meetings and record all official proceedings, including City Council subcommittees as assigned. Serves as the Election Officer for the City and provides highly responsible and complex administrative support to an Assistant City Manager and the City Manager.
EXAMPLES OF DUTIES
Serve as the Election Officer for the City; assist the County with conducting municipal elections; prepare appropriate resolutions and ordinances in conjunction with requirements for and results of the election; issue nomination papers; answer questions from candidates and the public concerning election requirements.
Serve as the Filing Officer for the Fair Political Practices Commission.
Prepare, monitor and administer the City Clerk budget.
Supervise, train and evaluate personnel in the office of the City Clerk.
Oversee the recruitment for vacancies and term expirations on the City's Boards and Commissions.
Administer Oaths and Affirmations; serve as Custodian of the City Seal.
Maintain and index actions taken by the City Council; keep permanent records in a manner prescribed by state law to assure safekeeping; instruct Office staff in the filing, numbering and logging of all documents; prepare documents for disposition in accordance with state law and the City's record retention schedule. Oversee the maintenance of the Hemet Municipal Code.
Prepare City Council, and Housing Authority agendas; instruct staff in the procedure to post and distribute all agendas in accordance with the Ralph M. Brown Act; attend all responsible meetings, record and prepare minutes; ensure appropriate steps are taken with regard to the execution of contracts, agreements, resolutions and ordinances, and other documents.
- Ensure that official notices are prepared and published as required by state law regarding public hearings, ordinances and resolutions.
- Conduct legislative searches of Council actions for staff and the public; coordinate Public Records requests working with City departments. Stay abreast of the California Public Records Act.
- Interact with co-workers at all levels in the organization in a collaborative and customer friendly service-oriented manner.
KNOWLEDGE:- Operations, services and functions of municipal government;
- Applicable federal, state and local laws, codes and regulations pertaining to the functions and duties of the City Clerk's Office, election laws and procedures, and Political Reform Act reporting requirements, Public Records Act requirements, Conflict of Interest Code reporting requirements, and Brown Act open meeting laws and procedures;
- Legal requirements related to boards and commissions, and related record keeping requirements and maintenance;
- Principles, practices, techniques and procedures of public records management including legal requirements necessary to develop, maintain, dispose, archive, preserve, and protect municipal records;
- Methods and techniques of public meeting agenda preparation and legal notification requirements;
- Principles and practices used in recording and transcribing public meeting minutes;
- English usage, spelling, grammar, and punctuation;
- Modern office management principles, procedures and methods including computers and supporting word processing, spreadsheet, PowerPoint, City's current agenda module and imaging applications;
- Modern principles and practices of records management, records management systems and technology, and related policies, procedures and legal requirements;
- Business letter writing and report preparation and procedures;
- Principles of community relations;
- Political sensitivities pertaining to municipal government operations during and outside of election periods and in dealing with elected and appointed officials, candidates for office and members of the public;
- Basic principles and practices of supervision and training.
ABILITY:- Plan, organize and manage the activities of a City Clerk Office.
- Interpret, analyze, apply and implement a variety of complex state laws, city ordinances, regulations, policies, and procedures, and make decisions in accordance with appropriate laws.
- Analyze situations carefully and adopt effective courses of action;
- Establish and maintain effective working relationships with those contacted in the course of work, including: Council Members, Board, Commission, and Committee Members, city employees, the media, and the public.
- Administer the citywide records management and document management system programs.
- Communicate effectively, both orally and in writing.
- Select, supervise, train and evaluate assigned staff.
- Organize and administer Municipal Elections, coordinate all aspects of the election, prepare all necessary documents in accordance with the Elections Code, and coordinate with the Registrar of Voters.
- Research a variety of administrative and operational problems and make effective operational and procedural decisions.
- Perform statutory duties of the City Clerk Office.
- Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
- Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
- Remain impartial.
- Work well under pressure to meet deadlines.
MINIMUM QUALIFICATIONS: - A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a related field.
- Four (4) years (full time equivalent) of increasingly responsible administrative support experience including significant experience in a City Clerk's Office and three (3) years of management and administrative responsibility in a municipal or state government.
CERTIFICATE/LICENSE: - Certified Municipal Clerk is required. (Master Municipal Clerk designation is highly desirable.)
- A valid California driver license (Class C or higher) will be required at the time of appointment and must be maintained throughout employment.
- Possession of or ability to obtain a Notary Public appointment.
REQUIRED ATTACHMENT MATERIALS:- Resume
- Cover Letter
- References
- Municipal Clerk certification**
*All required documents MUST be submitted with application to be considered.
**PLEASE NOTE: IT IS YOUR RESPONSIBILITY TO KEEP ALL CERTIFICATES CURRENT THROUGH THE ENTIRE SELECTION PROCESS. IF AT ANY TIME DURING THE SELECTION PROCESS YOUR CERTIFICATES EXPIRE, YOUR APPLICATION WILL BE DISQUALIFIED. WORKING ENVIRONMENT:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Physical: Must possess sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer; operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and close to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to twenty-five (25) pounds.
Environment: Standard office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may travel from site to site, interact with upset customers, interpreting and enforcing departmental policies and procedures.
Selection Process:
All properly completed applications will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. The process may include any combination of a written exam, oral board interview, and/or skills assessment to further evaluate job-related qualifications. Candidates who successfully complete the selection process will be placed on an eligibility list which will remain valid for a minimum of six months.
Note: Prospective employees will undergo, and must successfully pass, a background reference check (including fingerprinting) and a medical examination. Drug screening may be required.
RESUMES WILL NOT BE ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS BUT MAY BE ATTACHED.
CANDIDATES WHO REQUIRE REASONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION PACKAGE.
THE PROVISIONS IN THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
