Assistant City Clerk

Under general supervision, assists the City Clerk with agenda management, public records requests, records management and retention, election management and other related departmental operations; assists the City Clerk in managing the operations and staff of the City Clerk’s Office; serves as Acting City Clerk in the City Clerk’s absence; and performs related duties as assigned.

The Assistant City Clerk reports directly to the City Clerk, and assists with overseeing department goals, programs, and budgeting. Serves as the department liaison and assists with departmental relations, legislative initiatives, and compliance with City ordinances. The Assistant City Clerk is distinguished from other staff positions in the City Clerk’s Office given its broader legal and administrative responsibilities, and more specialized knowledge of the Ralph M. Brown Act, California Public Records Act, Elections Code and the Political Reform Act.

This position is supervised by the City Clerk; supervises department clerical staff.

Duties may include, but are not limited to the following:

Manages the preparation of the City Council agenda packet to ensure the packet is complete, accurate, and contains all the required materials and attachments prior to posting and publishing; coordinates, prepares and processes City resolutions, ordinances, and related documentation. 

Coordinates and manages follow-up activities to legislative meetings concerning the processing of a variety of documents relating to electronic indexing, recording, and distribution; prepares and publishes legal advertisings and official legal notices pursuant to law.

Assists the City Clerk with elections, monitors Conflict of Interest and Campaign Statements filings as required by local and state law, and responds to questions regarding form requirements.

Supervises assigned clerical staff, including reviewing and evaluating work product, providing training and assigning special projects. 

Coordinates the development and maintenance of the City Clerk and City Council departmental web pages and commits documents to the City’s website for public viewing; composes letters, memoranda, and agenda reports for City Clerk review and City Council action.

Oversees and coordinates the appointments of individuals to the City’s various boards, committees and commissions, and assists in coordinating activities for special City events such as the annual City Council reorganization and Boards and Commission reception.  

Assists with oversight of the operations of the City-wide records management program, document imaging system, and records preservation and destruction; ensures legal compliance retention schedules for City records. 

Intakes, processes and prepares responses for Public Records Act requests, in coordination with the City Attorney’s Office, as well as other City departments.

Assists in the preparation of the City Clerk Office and City Council budget; assists in budget implementation; participates in the forecast of additional funds needed for staffing, equipment, materials, and supplies; administers the approved budget.

Manages the creation and maintenance of publications including the City’s directory, informational packet, and Public Official’s Handbook. 

Acts on behalf of the City Clerk in his/her absence.

Performs other duties related to the operation of the department and the City, including additional duties that enable the department and City to meet the diverse needs of its community.

Provisions within the State Government Code and the Municipal Code applicable to the governmental structure of the City and specifically related to the functions and operations of the City Council and the City Clerk's Department, including provisions of the Brown Act, Political Reform Act, Public Records Act and Election Code. 

Understanding of public records management principles, for a variety of official documents, including contracts, meeting minutes, resolutions, ordinances and deeds.

Supervisory principles and best practices, including effective methods of office administration and project management.

Ability to interact efficiently and professionally with members of the public, vendors, contractors and City staff while providing a high level of customer service.

Proficiency in proper English usage, spelling, grammar, punctuation, and proofreading.

Modern office technology, such as filing systems, personal computers, and data processing tools, including database and spreadsheet software applications. 

Develop, coordinate and administer the City’s agenda process and related legislative operations; prepare official resolutions, ordinances and clear, concise reports. 

Learn, interpret, and apply City and department rules, regulations, policies, practices, ordinances, resolutions and applicable laws; research a variety of administrative and operational issues and make effective operational and procedural recommendations.

Perform the statutory duties of the City Clerk in his/her absence.

Participate in the retention and lawful destruction of official records in accordance with applicable laws, regulations, and records management policies.

Organize and manage work assignments by coordinating projects, setting priorities, meeting critical deadlines and following up on assignments with minimum supervision.

Establish and maintain effective working relationships with City employees, officials, residents and individuals contacted in the course of work.

Learn and utilize specialized systems and software, including document imaging systems and electronic agenda management programs.

Equivalent to a Bachelor’s degree from an accredited college or university is desirable.  

Minimum of three years of increasingly responsible experience in municipal government including the development and maintenance of City records and the interpretation of related laws, codes, and regulations; or an equivalent combination of training and experience. 

Some lead or supervisory experience is desirable, preferably as a Deputy City Clerk and/or the equivalent.

Interested applicants must submit an online application at www.lodi.gov.  No paper applications will be accepted.  For technical difficulties with your online application, please call the Neogov helpline at 855-524-5627.

Telephone: 209-333-6704.  Persons with hearing impairment, please call the California Relay Service 7-1-1.

EQUAL OPPORTUNITY EMPLOYER - The City of Lodi is an equal opportunity employer and is committed to a policy of fair employment practices regardless of race, color, ancestry, national origin, religion, sex or sexual orientation, marital status, age, mental or physical disability or perceived disability, medical condition, pregnancy, political affiliation or belief, or other unlawful discrimination.

AMERICANS WITH DISABILITY ACT - In compliance with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act, the City of Lodi provides reasonable accommodation for qualified

individuals with disabilities. Individuals with disabilities requiring accommodations must contact the Human Resources Division upon application submittal to confirm the request.

CRIMINAL BACKGROUND INFORMATION - City of Lodi is authorized and required by the state of California to access Local, State, and/or Federal criminal history has part of the testing process. This process can be completed by initial fingerprinting and/or a full Background investigation pursuant to Penal Code §11105(b)(10), §11105.3, §13300(b)(10); Education Code §10911.5; Public Resources Code §5164) and in compliance with the City of Lodi's Fingerprinting Policy and Procedure. As a future employee or volunteer, you are required to be fingerprinted and processed through the Department of Justice and cleared before you can start. All information obtained will be kept in strict confidentiality.

HIRING PROCEDURE - Applicants must possess the minimum qualifications by the final filing date. Eligible lists are established upon successful completion of the selection process. The candidates must be successful in each part of the testing. To fill each vacancy the hiring department will request names to be certified from the eligible list and will make a selection from this certification list.

CONDITIONAL JOB OFFERS - Conditional job offers are subject to successful completion of a medical drug screen and/or physical. Candidates should not quit or give notice to their current employer until final notification has been awarded by the Human Resources Division.

MEDICAL-DRUG SCREENING – All positions may be subject to a physical or drug screen issued by a qualified medical physician assigned by the Human Resources Division. Under the requirements of the Drug Free Workplace Act of 1988, the City of Lodi has been designated as a drug-free workplace.

APPOINTMENT - At the time of appointment all candidates will be required to execute an oath of allegiance and complete Form I-9 - Employment Eligibility Verification in compliance with the Immigration and Naturalization Act. United States citizenship is not required. All new appointees are required to successfully complete a probationary period of twelve months.

EMPLOYMENT BENEFITS

SALARY - The starting salary is the first rate shown on the job announcement. Advancement to the higher steps of the salary range is based upon merit in accordance with the Salary Ordinance and Rules for Personnel Administration. Eligibility for the first merit increase is effective after 12 months and for additional merit increases after one year intervals until the employee has reached the maximum step.

HOLIDAY, VACATION, SICK, AND ADMINISTRATIVE LEAVE - Holiday - An average of 13 paid holidays per year. Vacation - 2 weeks paid vacation annually, increasing with length of service depending upon the appropriate labor agreement. Sick Leave - 10 days per year depending upon the appropriate labor agreement. Administrative Leave - Management/Mid-Management positions receive 80 hours per fiscal year, and specified professional/technical positions receive 40 hours per fiscal year (Pro-Rated).

HEALTH INSURANCE - Medical, Dental and Vision plans are available for employee and dependents. A portion of the premiums may be the employee's responsibility.

LIFE INSURANCE AND LONG TERM DISABILITY - The City pays the full premium for employee and dependent life insurance, and offers a long-term disability plan that provides up to approximately 2/3 of an employee's salary.

RETIREMENT AND DEFERRED COMPENSATION - The City of Lodi is a member of the Public Employees' Retirement System (P.E.R.S.). Lodi is not a member of the Social Security System except for the required medical contribution. Employees may participate in a 457 Deferred Compensation program.

FLEXIBLE SPENDING ACCOUNT - Employees may participate in a Section 125 Flexible Spending Account.

IMPORTANT NOTE: This bulletin does not constitute an expressed or implied contract. Any provisions or job duties contained in this bulletin may include modifications pending labor agreements and/or council approval.

Salary : $74,623 - $90,704