Definition:
Under general direction of the City Manager, plans, organizes, and directs the operations, programs, and services of the City Clerk’s Office; oversees the legislative process including elections, City Council meetings, and public records functions; coordinates assigned activities with other departments and outside agencies; and provides highly responsible and complex administrative support to other City Departments.Essential Job Duties:
The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here.

• Responsibility for all services and activities of the City Clerk’s Office, including: responsibility for maintaining City Council agendas, meetings and minutes, coordinating municipal elections, municipal code, and public records.
• Implements goals, objectives, and priorities for assigned programs; recommends and administers policies and procedures.
• Plans, coordinates, and reviews the work plan for the City Clerk’s Office; assigns work activities, projects and programs; reviews and evaluates work products, methods, and procedures.
• Trains City Clerk’s Office personnel; provides or coordinates staff training; works with employees to correct deficiencies.
• Assists in the preparation and administration of the assigned department budget.
• Compiles, prepares and edits the City Council agenda packet including minutes and follow-up documentation; reviews and distributes Council agenda and documentation package.
• Administers the city-wide records management program; maintains, disposes, and preserves official City documents and records including resolutions, ordinances, deeds, City Council minutes, contracts, agreements, and reports in accordance with legal requirements.
• Maintains custody of official records and archives of the City, including: ordinances, resolutions, contracts, and legislative documents; provides records retrieval services to the public.
• Receives and files claims and lawsuits filed against the City.
• Coordinates City elections; prepares election booklet and all forms necessary for candidates to run for office; ensures compliance with election laws.
• Attends and coordinates City Council, commission, and other public meetings; records proceedings and prepares minutes.
• Responds to and resolves difficult and sensitive citizen inquires and complaints; conducts research on more complex inquiries.
• Organizes and administers the filing of Statements of Economic Interest and campaign disclosure statements; monitors and reviews filings to ensure they are complete and in compliance with specified requirements.
• Coordinates and administers bid processes.
• Completes notary public tasks.
• Performs other related duties as required. 

Minimum Knowledge, Skill and Ability:
Knowledge of:

• Operational characteristics, services, and activities of a City Clerk's office.
• Principles and practices of municipal government administration.
• State of California Government and Election Codes.
• Fair Political Practices Commission filing requirements.
• Principles and practices of records management program administration, including records retention laws.
• Pertinent federal, state, and local laws, codes and regulations.
• Budget development and management.
• Management and supervisory principles and practices.
• Customer service standards and practices.

 
Skill and Ability to:

• Direct the operations, services and activities of the City Clerk’s Office.
• Coordinate, prioritize, supervise, and train the work of lower-level staff.
• Develop, implement, administer, and maintain administrative policies, procedures, programs and regulations.
• Meet critical deadlines and follow up on work assignments.
• Learn and apply technical procedures involving codes, specialized vocabulary, and legal forms.
• Assist in the development and implementation of policies, procedures, and internal controls.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative working relationships with City staff, elected officials, other public and private organizations, the media, and public.
• Exercise tact and diplomacy in interpersonal dealings which are difficult and highly sensitive.
• Keep abreast of current developments in Elections Law, the Government Code, City regulations, and FPPC requirements.
• Prepare and present clear and concise oral and written reports and recommendations.
• Effectively review and revise reports prepared by others.

Training and Experience:
Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way of obtaining the required qualifications is to possess the equivalent of five years of increasingly responsible experience performing complex administrative duties in a City Clerk's office, or equivalent experience in a similar government agency, with at least two years of experience involving management/supervisory responsibilities, and a bachelor’s degree in business administration, public administration, or closely related field. Possession of an International Institute of Municipal Clerks designation as a Certified Municipal Clerk (CMC) and Notary Public is desirable.Licenses and Certificates:
Possession of a valid California driver's license.
 
Physical Requirements and Working Conditions:

• Requires vision (which may be corrected) to read small print.
• Requires mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Lower body mobility may not be required.
• Performs lifting, pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job.
• Required to attend periodic evening meetings and/or to travel within and out of City boundaries to attend meetings.
• May be required to work at a video display screen for prolonged periods.