Description/Duties & Responsibilities

Under the direction of the City Clerk, this position performs technical and administrative functions in support of the City Clerk’s Office. Primary responsibilities for this position include collaboration in support of agenda management, administration of the document recording program, management of Form 700 filing requirements of the Fair Political Practices Commission, and acting as a liaison between departments and the Los Angeles County Registrar-Recorder’s Office. Incumbent may supervise or direct the work of staff in operations related to the position.

DUTIES AND RESPONSIBILITIES:

• Demonstrates an understanding of and applies applicable policies, procedures, and laws relevant to marriage services, records and agenda management, and regulations of the Fair Political Practices Commission
• Performs administrative functions as a key member of the agenda management function, including: assisting with the preparation of City Council agenda packets; creating the agenda forecast; preparing adopted resolutions, ordinances, and minutes; creating reports; proofreading and editing documents; publishing and posting public meeting agendas; providing clerking assistance at evening public meetings as required; and coordinates all aspects of meeting set up and tear down
• Manages Citywide legal publications, including proofing, transmitting to the local newspaper, validating publication, and reconciling invoices
• Maintains the Santa Clarita Municipal Code; manages the codifier contract; prepares ordinances for codification; coordinates the biannual municipal code updates with appropriate departments
• Manages Citywide language services contracts, purchase orders, and task orders as requested by other departments
• Manages Form 700 Statement of Economic Interest filings; maintains user database; provides notice of filing requirements and non-filing to code filers; and updates the City conflict of interest code annually in coordination with Human Resources and in conjunction with the budget cycle
• Leads the electronic document recording program; reviews and resolves document issues; advises staff Citywide on recorded documents language and procedures; ensures the electronic documents are filed; reviews and cross-charges Los Angeles County Registrar-Recorder invoices to the appropriate departments; and maintains a Memorandum of Understanding (MOU) with owner counties for the Statewide Electronic Courier Universal Recording Environment (SECURE) to securely record grants, deeds, easements, etc., using the Government to Government (G2G) portal
• Researches and responds to records requests from staff and public
• Coordinates annual National Voter Registration day and participates in the planning for open house events for Municipal Clerks’ Week and Records and Information Management Month
• Notarizes documents for the public and City administration as needed and according to all state and legal regulations; organizes other City notaries, tracks commissions dates, training requirements, supplies, and budget
• Issues marriage licenses according to state, county, and other legal regulations; confirms eligibility and identification, and collects confidential information and fees
• Provides a high level of customer service, including answering calls, assisting customers, and serving as back-up support to the public counter
• May be required to work overtime, as needed, including Tuesday evenings
• Performs other duties and responsibilities as assigned

Education and Experience

• High School Diploma or GED equivalent
• Three years of experience performing administrative and technical support, preferably in municipal government, or related experience
• A Bachelor’s degree in Public Administration or a related field is desirable
• A Certified Municipal Clerk certification is desirable
• Experience with document recording is highly desirable
• Experience with the Brown Act is highly desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
• Ability to obtain and maintain a Notary Commission during employment within six months of hire
• Ability to obtain and maintain a license to issue confidential marriage licenses within six months of hire or as required
• Possession of a valid Class C California driver license
• Bilingual in English and Spanish is highly desirable

Knowledge and Abilities

• Knowledge of principles, practices, and procedures of automated and manual records management, retrieval, and storage, including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records
• Knowledge of pertinent state codes and regulations, including those relating to civil ceremonies and marriage license requirements
• Ability to read, understand, and advise staff on the application of regulations and policies related to document recording and other duties in the program area
• Strong attention to detail and the ability to produce work that is both accurate and complete
• Strong verbal communication skills and the ability to communicate clearly and concisely
• Strong written communication skills and knowledge of principles of basic business letter writing and report preparation
• Thorough knowledge and understanding of business writing, grammar, and composition and the ability to proofread and edit documents for accuracy and relevant information
• Ability to prepare, read, understand, and review documents for accuracy and relevant information
• Ability to exhibit a high level of organizational skills, including the ability to handle multiple interruptions and prioritize and follow-up on work assignments
• Ability to observe, identify, and problem solve operations and procedures as they relate to the functional area
• Ability to independently perform a variety of technical duties, including research, compilation, and report development in support of the program areas
• Ability to maintain accurate records and files
• Ability to provide excellent customer service both internally and externally
• Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise
• Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong interpersonal skills and the ability to build and maintain collaborative working relationships with staff members throughout the organization
• Ability to work effectively both independently and the ability to work as a member of a cohesive work team and assist in cultivating a team environment within the division
• Ability to conduct oneself ethically and professionally
• Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds

Additional Information

This position will remain open until filled. The first review of applications will be on Thursday, May 2, 2024.

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process

will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to

participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

The City of Santa Clarita is an Equal Opportunity Employer.