Under administrative direction of the City Manager and policy direction of the City Council, plans, organizes, manages, and oversees all functions and activities of the City Clerk’s Office for a Charter City, including legislative administration, municipal elections, public records management, records retention and archiving, Political Reform Act compliance, and public transparency services.
Serves as Clerk of the City Council and official custodian of City records; provides highly responsible, complex, and confidential administrative support to the City Council and executive management; coordinates assigned activities with other City departments, outside agencies, and the public; and ensures compliance with applicable federal, state, and local laws.
SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the City Manager and policy direction from the City Council. Exercises general direction and supervision over supervisory, technical, and administrative support staff. Provides functional oversight to departmental records liaisons as needed.
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 to address business needs and changing business practices. Management reserves the right to modify work assignments and make reasonable accommodations so qualified employees can perform the essential functions of the position.Duties may include, but are not limited to, the following:- Assume full management responsibility for the planning, organization, administration, and operations of the City Clerk’s Office, including strategic planning, policy development, service delivery, operational oversight, and continuous process improvement to ensure alignment with City goals and legal requirements.
- Serve as Clerk of the City Council and official custodian of City records; attend meetings and oversee the preparation, publication, indexing, and preservation of agendas, minutes, ordinances, resolutions, and other official actions in compliance with the Brown Act and all applicable open meeting and public noticing laws.
- Provide expert procedural and legislative guidance to the City Council, City Manager, and executive staff regarding municipal governance, parliamentary procedures, Charter requirements, and applicable federal and state laws.
- Oversee the administration of municipal and special elections in coordination with the County Registrar of Voters, including candidate filing, initiative and referendum processing, ballot measure coordination, certification of documents, and compliance with the Elections Code and Political Reform Act.
- Serve as Filing Officer and Filing Official for campaign disclosure statements and Statements of Economic Interests (Form 700); ensure compliance with statutory requirements, coordinate with the Fair Political Practices Commission (FPPC), conduct required audits and administer oaths of office.
- Direct and manage the City’s comprehensive records management program, including digital document management systems, records retention schedules, archival preservation, lawful destruction of records, and Municipal Code codification.
- Serve as Public Records Coordinator; ensure timely and legally compliant responses to Public Records Act requests and uphold the City’s commitment to transparency and public access to information.
- Develop, implement, and maintain departmental goals, policies, procedures, internal controls, and performance standards; monitor legislative and regulatory changes and implement necessary updates to ensure compliance and operational effectiveness.
- Prepare and administer the department’s annual budget; forecast resource needs; monitor expenditures; and ensure responsible fiscal management.
- Select, supervise, mentor, and evaluate assigned staff; delegate authority appropriately; address performance matters; and foster a collaborative, professional, and service-oriented workplace culture.
- Represent the City Clerk’s Office in interactions with elected officials, departments, regulatory agencies, community organizations, and the public; respond to complex and sensitive inquiries with professionalism, discretion, and sound judgment.
- Lead modernization and technology initiatives related to agenda management, digital records systems, hybrid meeting platforms, and public transparency tools.
- Maintain custody and proper use of the City Seal; act as City Historian; and perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:Knowledge of:- Charter City governance structure and municipal organization
- Functions, authority, responsibilities, and limitations of an elected City Council
- Brown Act, Public Records Act, Political Reform Act, Elections Code, and other applicable federal, state, and local laws
- Parliamentary procedures (e.g., Rosenberg’s Rules of Order or Robert’s Rules of Order)
- Principles and practices of public agency records management, including legal retention and destruction requirements
- Legislative processes, agenda preparation, and municipal code codification
- Municipal election procedures and compliance requirements
- Political Reform Act filing requirements and Fair Political Practices Commission (FPPC) regulations
- Public sector budgeting principles and fiscal administration
- Supervisory principles, employee development, and performance management
- Public sector ethics, transparency standards, and regulatory compliance practices
- Risk management principles related to assigned functions
- Digital records management systems, agenda management platforms, and document imaging systems
- Modern office technology, including cloud-based systems and collaboration tools
- English grammar, spelling, vocabulary, and professional business writing standards
- Customer service best practices in a public agency environment
Skills:- Strategic planning and organizational leadership
- Legislative administration and agenda management
- Records management system oversight and digital modernization
- Budget preparation and fiscal monitoring
- Policy development and procedural implementation
- Analytical and critical thinking
- Research and report preparation
- Public speaking and presentation
- Conflict resolution and problem-solving
- Staff supervision, coaching, and team development
- Project management and multi-deadline coordination
- Advanced written and verbal communication
- Customer service and stakeholder engagement
- Technology proficiency, including document management and office software systems
Ability to:- Provide executive-level leadership and administrative direction
- Interpret and apply complex laws, regulations, policies, and Charter provisions
- Exercise sound judgment, discretion, and political acumen
- Maintain confidentiality while promoting transparency and public trust
- Plan, organize, direct, and coordinate multiple programs and statutory deadlines
- Oversee and administer municipal elections within strict legal guidelines
- Develop and implement departmental goals, policies, and internal controls
- Prepare accurate and legally compliant minutes, ordinances, resolutions, and official documents
- Conduct complex research, evaluate alternatives, and make sound recommendations
- Manage budgets and allocate limited resources effectively
- Supervise, motivate, and evaluate staff in a collaborative environment
- Establish and maintain effective working relationships with elected officials, staff, regulatory agencies, and the public
- Communicate effectively in writing, in person, and in public forums
- Adapt to evolving laws, regulations, and technology
- Work independently with minimal direction while maintaining accountability
- Maintain composure in high-visibility, politically sensitive, or high-pressure situations
After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. If moved forward, candidates will be notified via email of the type of examination required for this recruitment.The following generally describes the experience, knowledge and abilities required to enter the job and/or to be learned within a defined short period of time in order to successfully perform the assigned duties.Education, and ExperienceAny combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Education: Bachelor’s degree in Public Administration, Political Science, Business Administration, or a related field.
- Experience: Five (5) years of increasingly responsible experience in municipal government, including experience in a City Clerk’s Office and at least two (2) years of supervisory experience.
Substitution: Additional qualifying experience may substitute for education on a year-for-year basis.
License or Certificate:- Certified Municipal Clerk (CMC) designation required or ability to obtain within a specified timeframe.
- Master Municipal Clerk (MMC) designation desirable.
- Notary Public certification required or ability to obtain within six (6) months of appointment.
- Valid California Driver’s License if required for travel.
TOOLS AND EQUIPMENT USEDRequires frequent use of personal computer, including word processing, database and spreadsheet programs, telephone, copy and fax machines, and all tools and equipment necessary to successfully perform the essential and important duties of the position.
PHYSICAL DEMANDSThe physical demands described here 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 functions.
On a continuous basis, sit at a desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk. Perform simple grasping and fine manipulation. Communicate extensively using a telephone and communicate through written means. Attend evening meetings as required and may be required to travel out of the City to attend meetings and/or conferences.
ENVIRONMENTAL ELEMENTS:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions/duties of this job classification. While performing the duties of this job, the incumbent may work outside under varying weather conditions. The incumbent may occasionally be exposed to wet and/or humid conditions, toxic or caustic chemicals, mechanical and electrical hazards. The noise level in the work environment is usually quiet while in the office, or moderately loud when in the field.
