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.
Operates a variety of office equipment including computers, telephones, printers, scanners, fax machines, and copiers in the performance of duties; performs reception duties for the offices of the City Clerk, City Manager, and City Council, and assists with reception for the Administrative Services Department; receives telephone calls and complaints from the public and provides direct assistance to callers, or routes or refers them to the appropriate departments, individuals, or outside agencies as necessary; screens calls and visitors for the City Clerk and City Council; books travel arrangements, schedules appointments, and organizes meeting schedules for the City Clerk, City Manager, Administrative Services Director, and City Council; compiles, prepares, distributes, and posts agendas and related materials and prepares minutes for meetings of the City Council and other legislative and advisory bodies of the City as directed; prepares routine reports related to City Clerk and Administrative Services Department matters; updates and maintains the citywide Records Management Program including providing training and assistance to departments with records retention schedules, coordinating the annual destruction of obsolete records, maintaining inventories and databases of records stored on- and off-site and in electronic format, and receiving, tracking, and routing Public Records Act requests; assists with the notification and monitoring of elected and appointed officials’ legally required training; accepts and maintains Fair Political Practices Commission forms filed by elected and appointed officials, employees, political committees, and candidates for public office; performs moderately complex research, data collection, and report preparation; prepares a variety of moderately complex documents, letters, and reports in draft and final form using a personal computer and word processing software; assists the City Clerk in the conduct of municipal elections; updates information and posts notices on the City’s website as needed; serves as Acting City Clerk when assigned; attends City Council, Committee, and Commission meetings as requested; performs related duties as required or assigned.
MARGINAL DUTIES
Performs certain official duties on behalf of the City Clerk in their absence.
ORGANIZATIONAL RESPONSIBILITIES
This class reports directly to the City Clerk.
Knowledge of:
Pertinent federal, state, and local laws, codes, and regulations for transparency in public agencies such as the Brown Act, Public Records Act, and Political Reform Act; organization and functions of municipal government, and the legal responsibilities of city clerks in the state of California; good recordkeeping principles, procedures, and practices; professional writing techniques with proper use of English including spelling, punctuation, and grammar; computers and Microsoft Office applications, including Word, Outlook, and Excel.
Skills/Abilities to:
Adapt to a high-volume, fast-paced working atmosphere; exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision; work independently to meet deadlines; establish and maintain positive, cooperative, and effective working relationships with coworkers, elected and appointed officials, and the public; collaborate effectively with staff in other departments; handle sensitive situations with tact and discretion; understand and follow verbal and written direction, and communicate in a clear and concise manner in English, both verbally and in writing; communicate effectively and respectfully with staff, officials, and the public, both in-person and on the telephone, while providing excellent customer service; interpret and apply City policies and procedures; research information about federal, state, and local laws; research and write clear and factual reports; take detailed written notes during meetings; operate standard office equipment, a personal computer, and relevant software in a Windows operating system environment; proficiently utilize common software applications, including Microsoft Office, and specialized applications, such as Laserfiche and Next Request; assist with organization, maintenance, supervision, and implementation of the City’s Records Management Program consisting of complex paper and electronic filing systems, retention schedules, and archival procedures; assist in planning and administering municipal elections; and perform simple math such as addition, subtraction, multiplication and division.
Typing Speed: 45 net words per minute
Minimum Typing Speed: 45 net words per minute. Typing certificate required (Download PDF reader)! You may only submit your application once. Not including a valid typing certificate will automatically disqualify you from the process. Please read the typing certificate requirements (Download PDF reader) carefully. ONLINE TYPING TEST CERTIFICATES ARE NOT ACCEPTED. TESTS MUST HAVE BEEN COMPLETED WITHIN THE LAST 1 YEAR.
EDUCATION AND EXPERIENCE
A high school diploma or GED is required, in addition to any combination of education, experience, and training that would likely provide the required knowledge, skills, and abilities to perform the job. Some typical avenues to obtain the necessary knowledge, skills, and abilities would be:
Education: A Bachelor’s Degree in English, Public Administration, Political Science, or other relevant field, or in the process for completion of such a degree within one year of hire; completion of at least one session of the Technical Training for Clerks (TTC) or Nuts and Bolts seminars offered by the California Municipal Clerks Association (CMCA), or compleition of several single-topic educational seminars offered by CMCA, the International Institute for Municipal Clerks (IIMC), or a similar organization.
Experience: At least three years working for a City, District, or County Clerk’s Office; or at least five years performing complex administrative duties, customer service, and public relations for a government or nonprofit agency. Direct experience working with elected officials or a board of directors performing functions related to the conduct of meetings such as preparing and posting related agendas and notices and composing minutes; managing paper and electronic records using best practices for records management and responding to requests for public records; and assisting with the conduct of elections.
Certifications: Holding a Certified Municipal Clerk (CMC) designation from IIMC is highly desirable. Intermediate proficiency or fluency in Spanish is highly desirable. A current and active commission as a California Notary Public, or the ability to obtain such within six months of hire, is required.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting including use of standard office equipment, such as a computer and copy machine; to operate a motor vehicle; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. May be exposed to outside weather conditions, including heat, cold, wind, rain, and other conditions. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
LICENSE
Possession of a valid California driver’s license and proof of insurability is required.
