DEFINITION
Under general direction, coordinate and maintain the City’s official computerized and manual records management program including document retention, storage, and retrieval systems; develop, implement, and maintain policies and procedures of the records management systems; provide relevant information for City employees and the public; perform a variety of administrative duties in support of the City Clerk’s Office; and perform other related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This classification reports directly to the City Clerk and will receive occasional direction from the City Manager. The City Clerk Specialist is an integral part of the City Clerk’s Office functions and exercises appropriate judgment, discretion, and common sense in the performance of duties. This classification is distinguished from other administrative support classifications by the technical and legal nature of the assignments. The City Clerk Specialist receives only occasional instruction as new or unusual situations arise and is fully aware of the pertinent laws, operating policies, and procedures of the City Clerk’s Office. Position may provide supervision to subordinate administrative and/or clerical positions.
ESSENTIAL DUTIES
The following functions are typical for this classification. Incumbents may not perform all the listed functions and/or may be required to perform additional or distinct functions consistent with business needs and position qualifications.
Coordinate and maintain the City’s records management system for coding and classifying all vital City records; implement and maintain policies and procedures for recording, indexing, filing and retrieval of active documents and the storage of inactive documents.
Review and respond to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; research and retrieve official records and documents for the City Council, City Staff and the public; review and process public records requests, including the receipt and distribution of subpoenaed records.
Assist in codifying City ordinances into Municipal and Zoning codes and facilitates the distribution of revisions.
Assist the City Clerk with (a) ensuring compliance with Political Reform Act, (b) administering Fair Political Practices Commission (FPPC) filings, (c) conducting municipal elections including verification of nomination papers and certification of initiative referendums and recall petitions, (d) Statements of Economic Interests and (e) campaign financial statements.
Assume the duties and responsibilities of the City Clerk in the absence of the City Clerk including but not limited to (a) providing supervision and direction to Department staff, (b) certification of ordinances, resolutions, agreements and other official documents, and (c) administering Oaths of Office.
Participates in the administration of the City Clerk’s Department budget. Assist staff and the public with questions regarding official documents or activities of the City, explain policies and procedures related to City operations.
Assist with the preparation and posting or distribution of notices of public meetings and hearings; assist with the preparation and distribution of other notices in accordance with municipal, State and Federal requirements.
Assist in the preparation, assembly, printing, and distribution of City Council agenda packets.
May transcribe notes or taped proceedings; prepare minutes of meetings and other proceedings.
Coordinate microfilming/electronic imaging production, quality control procedures, and off-site storage.
Assist with formal bid openings.
Assist the City Clerk with Contract Administration duties.
Proofread reports, forms, minutes, agendas, and other material for mathematical, grammatical, and procedural accuracy.
Perform a variety of complex administrative and confidential duties in support of the City Clerk’s Office; answer phone calls, route calls, and respond to requests for information.
Supervise subordinate administrative or clerical staff.
Establish, maintain, and foster positive and harmonious working relationships with City staff and all those contacted in the course of work.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Operations, services, and activities of a City Clerk’s Office.
Applicable Federal, State and municipal laws, codes, regulations, and procedures related to municipal elections, open meetings, political reform requirements, including Political Reform Act, Fair Political Practices Commission, Maddy Act, Ralph M. Brown Act, California Government Code, and California Election Code.
Public notice laws, provisions, and procedures.
Basic principles and procedures of records management including establishing, maintaining, and destroying records.
Proper English, spelling, grammar, punctuation use, and business writing.
Principles and practices of records management, including records retention laws.
Modern office equipment.
Personal computer systems including word processing, spreadsheet, presentation, electronic calendar, agenda & meeting management software, and file management programs.
Ability to:
Understand, interpret, explain, and apply complex Federal, State, and local laws, rules and ordinances including but not limited to the Public Records Act, Ralph M. Brown Act, Fair Political Practices Commission regulations, and California Government Code.
Respond to requests and inquiries for information regarding records and records management.
Assist the public, City Officials, City staff, and others in researching or obtaining answers to questions regarding City business.
Provide information and organize material in compliance with laws, regulations, and policies.
Communicate effectively, orally and in writing with elected and appointed officials, City Manager, City staff, Commissions, attorneys, contractors, vendors and community groups.
Remain impartial when dealing with sensitive political issues. Maintain confidential information. Use tact and discretion in dealing with those encountered in normal business settings.
Take, transcribe and prepare accurate minutes of meetings.
Operate a computer using various software programs including records management, meeting management, word processing, spreadsheet, calendaring, and presentation; may include Microsoft Word, Excel, Outlook and Power Point.
Occasionally attend night and/or weekend meetings, events, or activities outside normal business hours.
Understand and carry out oral and written instructions
Travel to various sites and operate a motor vehicle safely.
Training and Experience:
Any combination equivalent to experience and training which provides the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: education equivalent to two years of college course work in public or business administration or a related field. Or any combination of education, experience, and training that would provide the required knowledge and abilities.
Experience in a municipal setting or other public agency is highly desirable.
Licenses:
A Certified Municipal Clerk (CMC) Certificate is highly desirable.
Certification as a Notary Public or the ability to obtain certification within six months of hire date.
Certification as a Passport Agent or ability to obtain certification within six months of hire date.
Possession of a valid California Driver’s License and a safe driving record at appointment is required.
Physical Standards:
Physical & Sensory Elements: The sensory demands of the job typically require speaking, hearing, touching, and seeing. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Employee has extensive public contact and is required to communicate with others, use a telephone and work on a personal computer. Close vision for reading and working on a visual display terminal screen and the ability to focus on small objects is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 25 pounds.
Environmental Elements: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees are required to travel to other locations and attend meetings. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures.
Tools and Equipment:
Personal computer, including complex word processing, spreadsheet, electronic calendar, presentation, records management software, and agenda & meeting management programs; telephone, fax, copier, postage machine and other modern office equipment as necessary.
SELECTION GUIDELINES
All selection guidelines for this position are subject to City Council determination, and may include a formal City application, rating of education and experience, oral interview, and reference check. Job-related tests may also be required. Successful completion of a background review, including fingerprinting, may be required. Selected candidate will be required to provide written identification showing entitlement to legal residence in the United States.
The duties listed above are intended only as illustration 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 the position.
Note: All employees of the City of Rancho Santa Margarita are designated to be “Disaster Service Workers.” In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employee’s normal work assignments and may continue through the recovery phase of the emergency. (Per City Ordinance 03-04)
FLSA Status: Non-Exempt
Classification Status: This is an “At Will” classification and not included in “Competitive Service” as defined in Section 2.04.040 of the Rancho Santa Margarita Municipal Code. Employment can be terminated with or without cause or notice at any time by either City or employee.
