City Clerk

Description

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.

Examples of Duties

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.

Typical Qualifications

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.

Supplemental Information

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.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plan, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page.

Agency City of Calabasas

Address 100 Civic Center Way

Calabasas, California, 91302

Phone 818-224-1667

Website https://www.cityofcalabasas.com/