DEFINITION

Serves as City Clerk to the City Council; performs a variety of functions in processing, maintaining and distributing information related to the legislative activities of the City, ensuring compliance with the provisions of the open meeting law, specifically, the Brown Act; acts as City’s Elections Official; manages compliance with the Political Reform Act as the City’s Filing Officer; serves as City’s Custodian of Records; establishes and maintains organizational procedures and tracking systems for legislative compliance of government codes; prepares agenda packets, follows up on Council actions, processes documents, and carries out a variety of administrative details; performs other duties as required.

DISTINGUISHING CHARACTERISTICS

The City Clerk is a single position class. This class is distinguished by the breadth of assigned administrative support functions and the responsibilities entailed while acting as the City Clerk.

SUPERVISION RECEIVED/EXERCISED

General supervision is provided by the City Manager. Provides lead supervision by assigning and reviewing the work of the Deputy City Clerk and other administrative support staff.

ESSENTIAL JOB FUNCTIONS

(These duties are a representative sample; position assignments may vary)

• Prepares City Council agendas and agenda packets for distribution to Council, the press and others; attends and/or views City Council meetings; prepares official action minutes; follows through on items acted upon by the City Council; advises various individuals of City Council actions; attests, records, and certifies as required all ordinances and resolutions; ensures distribution of City Council resolutions, ordinances, and minutes, including electronically; maintains current and past legislative history of City Council actions and provides research and reference services to the public and City staff
• Serves as the City’s Elections Officer, in conjunction with the Registrar of Voters Office, for the conduct of municipal elections by issuing and receiving nomination papers, statements of qualifications, and other required documents from candidates; serves as Filing Officer/Official of Statements of Economics Interests and Campaign Statements
• Tracks term expirations and conducts recruitments for City Commissions, including preparation of Maddy Act required notices
• Assures City’s conflict of interest code and liability claims are updated at appointed intervals
• Serves as custodian of the official City records; maintains City Council Policy Manual; receives and processes subpoenas for City records; administers and coordinates the City’s records management program to include document imaging, records retention and technological innovations to maximize efficient functions of the duties of the City Clerk’s Office
• Maintains annexation files and coordinates with City departments and other agencies to process, record and disseminate annexation information; prepares filings related to annexations, rights–of-way, locations, street name changes; forwards zoning changes to the County Assessor; retains and returns bid bonds
• Prepares a variety of notices in accordance with city, state and federal law; calendars, notices and advertises public hearings; directs publishing, posting, and mailing of notices
• Composes and prepares correspondence; records documents; processes and distributes signed contracts and/or agreements as necessary
• Selects, supervises, trains and evaluates assigned staff
• Maintains the City Seal
• Provides notary services as required

QUALIFICATIONS

Sufficient education and/or experience to successfully perform the duties of the City Clerk.

Experience/Education/Training:

A typical way of obtaining the required qualifications is to possess a High School Diploma or GED. A BA/BS from an accredited College in Public Administration or related field is desirable, and/or any combination of education and the equivalent of four years of increasingly responsible experience in a secretarial position, which includes the handling of legal or public documents, preferably including local government experience to demonstrate possession of knowledge which involves public contact and the ability to take meeting minutes. Supervisory experience is required.

Knowledge of:

• City's policies, rules, administrative regulations, and procedures
• Applicable Federal, State and municipal laws and procedures
• Practices and procedures for the efficient operation of an office
• Operations and organization of municipal government
• Legal requirements regarding the preparation and retention of municipal records
• California election law as it pertains to municipal elections
• Regulations and requirements for compliance with the Fair Political Practices
• Personnel supervision and management
• Techniques of account and statistical record keeping
• Correct English usage, spelling, grammar, and punctuation
• Basic bookkeeping
• Telephone and reception techniques
• Personal computers and related software
• Features of e-mail, internet and websites

• Take and prepare action minutes from meetings
• Type at a minimum rate of 50 net words per minute from clear, legible copy

• Follow written and oral instructions
• Interpret rules and procedures and exercise sound judgment
• Work effectively with a wide variety of individuals and groups including other staff, the public, and the press
• Carry out a number of administrative support tasks in a timely and professional manner
• Communicate effectively orally and in writing
• Work independently
• Maintain confidentiality of information as required
• Be politically astute
• Prepare clear, concise, and accurate agendas, minutes, correspondence, records and reports
• Independently monitor various deadlines and legal requirements for compliance with election code and other regulations
• Compile and maintain accurate information, records, and files
• Learn and utilize new technology
• Establish and maintain cooperative working relationships
• Work extended or irregular hours

• Valid Class C California driver's license
• Certification as a Notary Public within one year of appointment
• Municipal Clerk Certification is highly desirable

Working Conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer, and hearing is required when providing phone and face-to-face service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.