PURPOSE:
Under general supervision or direction, performs a variety of professional-level administrative, analytical, and technical duties in support of the City Manager’s Office or assigned department(s) while serving in a key support role to the City Clerk’s Office. Responsibilities include policy and program analysis, budget administration, contract management, and organizational studies, in addition to statutory and operational duties related to legislative processes, agenda management, records administration, and compliance with applicable open meeting and public record laws.
Incumbents will also perform duties in support of the City Clerk’s Office, including agenda preparation, records management, compliance with applicable open meeting and public records laws and public records request searches and management.
DISTINGUISHING CHARACTERISTICS
This is a professional-level classification that combines administrative analysis with the Deputy City Clerk responsibilities. Incumbents are expected to perform a variety of complex and sensitive assignments with a high degree of independence and initiative. Work involves frequent interaction with the City Manager, directors, executive staff, elected officials, and the public, and requires a strong understanding of municipal operations and legislative processes.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the City Manager or designee. May receive technical and functional direction from the City Clerk for assigned Clerk-related duties.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. Specific duties will depend upon work assignment. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
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Conduct administrative, operational, budgetary, and policy analyses; prepare reports and recommendations.
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Research, analyze, and interpret federal, state, and local laws, regulations, and policies.
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Develop, review, and administer contracts, agreements, and Requests for Proposals (RFPs).
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Prepare staff reports, presentations, correspondence, and other written materials for City Council, commissions, and executive management.
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Evaluate and recommend improvements to organizational processes, systems, and procedures.
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Serve as a liaison between departments, outside agencies, and the public.
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Assist in the preparation, compilation, and distribution of City Council and commission agendas and meeting packets.
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Review agenda items for completeness, accuracy, and compliance with established procedures and ensure compliance with applicable open meeting laws, including posting, noticing, and document accessibility requirements.
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Attend City Council meetings as assigned; record proceedings and prepare accurate and timely official minutes.
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Maintain and preserve official records, including ordinances, resolutions, contracts, and agreements, in accordance with legal requirements.
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Coordinate and respond to public records requests in accordance with applicable laws and administer and support records management and retention programs.
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Assist with municipal elections, including candidate filings, notices and coordination with election officials.
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Provide high-level administrative support to the City Manager’s Office, City Clerk’s Office, and other departments as assigned.
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Perform other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:-
Principles and practices of public administration and municipal government operations.
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Functions and responsibilities of a City Clerk’s Office.
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Agenda management processes and legislative procedures.
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Applicable laws, codes, and regulations.
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Modern office practices, procedures, and computer applications.
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Principles of records management and retention.
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Open meeting laws and public records requirements.
Ability to:-
Analyze complex administrative, fiscal, and operational issues and develop sound recommendations.
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Prepare clear, concise, and effective written and oral reports.
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Interpret and apply laws, regulations, and policies.
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Manage multiple assignments and meet deadlines.
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Establish and maintain effective working relationships with staff, officials, and the public.
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Maintain confidentiality and exercise sound judgment.
MINIMUM QUALIFICATIONS
Education and Experience
Equivalent to a bachelor’s degree from an accredited college or university with major course work in Public Administration, Business Administration, Political Science, or a related field, and three (3) years of increasingly responsible administrative or analytical experience. Preferably in a public agency, including experience supporting legislative processes, records management, or City Clerk functions.
Substitution:
Additional qualifying experience may substitute for the required education on a year-to-year basis.
Required License and Certification
Possession of a valid California Class C Driver's License at the time of appointment. Certification as a Municipal Clerk (CMC) is desirable.
WORKING CONDITIONS
The conditions described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, incumbents require sufficient mobility to work in an office setting, operating standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions.
Mental Demands
While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions and multiple concurrent tasks; and interacts with others encountered in the course of work.
Work Environment
The employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.
