Adopted CC:3-23-98

Definition

The single position in this management classification is responsible for performing a wide variety of responsible administrative and special assignments.The incumbent performs the tasks allowed the Deputy City Clerk in the Government Code.

Supervision Exercised and Received

Supervises the Deputy City Clerk and other clerical staff members as assigned.Reports to the City Manager.

Essential and Important Duties

• Serves as election official, administering procedures through which local government representatives are elected.Manages the election process for the City, from pre-planning to certification of election results and filing of final campaign disclosure documents.Assists candidates in meeting their legal responsibilities before, during and after an election.
• Serves as filing officer for the Fair Political Practices Commission for financial disclosure statements filed by elected officials, City staff, and appointed commissioners and board members.
• Develops and implements the department's operating budget and capital outlay budget.Determines department needs and authorizes expenditures, including maintaining and purchasing office supplies.
• Plans, assigns, supervises and evaluates the work of the Deputy City Clerk and other clerical staff members as assigned.Schedules training for department staff members.
• Manages the records management system to ensure that effective records management is part of day-to-day administrative functions.Supervises records program of City records, including scheduling of destruction of records in accordance with approval of department head, City Attorney and City Manager.
• Ensures selected legal notices have been posted or published and that legal requirements regarding attestations, receipt of legal services and petitions are handled promptly and in accordance with applicable rules and regulations.
• Works with the City Council and City Manager for membership of boards and commissions, and maintains records on dates of appointment and terms of office.Arranges for recruitment and interview of candidates.
• Supervises the preparation of the City Council agenda and completes the necessary arrangements to ensure an effective meeting.Prepares proclamations and resolutions.Prepares follow-up correspondence.
• Provides clerical support to the Mayor and the City Council as needed.
• Responsible for the updating of the Municipal Code Book.
• Supervises the bicycle registration program.
• Serves as custodian of bonds, contracts, agreements and other legal documents.Ensures the proper processing, recording when necessary, and filing of all City official documents and records.
• Accepts and records bids for major public works projects and purchases of equipment.Supervises the sale of specifications and drawings for public works projects, the opening of bids, and the notification of trade newspapers of public works projects.
• Responsible for keeping accurate record of the proceedings of the legislative body and for maintaining the Ordinance Book.
• Responsible for serving as the custodian of the City seal.
• Responsible for administering oaths or affirmations and for taking and certifying affidavits and depositions that pertain to City affairs.
• Supervises the preparation of agendas and minutes for the Parks and Recreation Commission, Traffic Commission, History, Arts and Science Commission.Prepares follow-up correspondence.
• Ensures the posting of outgoing mail for all departments.

Job-Related and Essential Qualifications

Knowledge of principles and practices of administration, record keeping systems, and records retention in municipal government; State laws regulating City operations; principles and practices of supervision.Correspondence formats, correct grammar, punctuation and vocabulary; office management methods and procedures; word processing software; office equipment.

Ability to acquire, retain and use thorough knowledge ofthe functions, procedures and policies of the City; effectively and efficiently prioritize work and meet deadlines; edit written materials.Interpret the Municipal Code; analyze procedures and suggest improvements; communicate clearly and concisely orally and in writing; record accurate minutes from lengthy public meetings; perform complex research; work cooperatively and effectively with City officials.Establish, maintain and foster cooperative working relations with others contacted in the course of work; foster team work within the department.

Skills to record and transcribe accurate minutes of meetings; word processing.

Education and Training

Sufficient education and experience to satisfactorily perform the duties of this classification.A typical qualifying background would be four years of progressively responsible experience in office management with substantial public contact, and a bachelor's degree from an accredited institution, with major course work in public administration, business administration, economics, or a related field.Experience may be substituted for the educational background.

Special Requirements

Speak clearly and understandably; ability and dexterity to operate a computer and to type and take notes; hear alarms, voices, telephones and tape recordings; to read; to reach; to sit for extended periods oftime.Physical stamina and mental alertness to take accurate minutes of evening meetings; willingness to work overtime.