Assistant City Clerk

Assistant City Clerk

Come join our team as an Assistant City Clerk! The ideal candidate will have experience with performing a variety of responsible, confidential, and complex administrative, technical, and clerical responsibilities in support of the City Clerk's Office. They will have the ability to maintain the City's records management program; provide support in the coordination of elections and contracts administration functions; and provide information to the public, City staff, and City officials related to the function, policies, and procedures of the City Clerk's Office. Candidates are encouraged to apply immediately as this recruitment may close at any time.

Selection components :

• Application evaluation - Applications will be accepted until Friday, November 7th.
• Interviews - Tentatively scheduled for the week of November 17th. Passing applicants will be placed on an eligibility list that may be used to fill future Intern vacancies as they occur.

Essential duties and responsibilities include :

Qualifications guidelines :

The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of : Operations, services, and activities of a City Clerk's Office; policies, procedures and requirements governing the actions of an elected City Council and the general functions of a municipal government; organization, functions, procedures and rules of the Council and Council Committees; Municipal Code provisions related to the operations of the City Clerk's Office and matters which come before the Council and its Committees; general provisions of the Brown Act and California Public Records Act; rules and procedures governing the notice and conduct of public hearings; standard office administrative practices and procedures; records management and systems analysis, development and implementation; records management and destruction policies; procedures and processes required in annexation proceedings; supervisory methods and techniques; principles and procedures of record keeping and filing principles of business letter writing and report preparation; modern office procedures, methods, and equipment including computers and related software applications such as word processing, spreadsheets, and databases; English usage, spelling, grammar, and punctuation; customer service and public relations methods and techniques; methods and techniques of proper phone etiquette.

Ability to : Perform responsible and difficult administrative and secretarial support duties in support of the City Clerk's Office involving the use of independent judgment and personal initiative; organize work, set priorities, meet deadlines, and follow up on work assignments with a minimum of supervision; proofread materials for conformance with City policies and procedures and for correct English usage, spelling, and grammar; analyze and interpret administrative procedures, regulations, legal documents and contracts; assist in the development and implementation of policies, procedures, work standards and internal controls; prepare clear, concise and complete meeting documentation and other written correspondence and reports; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.

Licenses / Certificates / Special Requirements : Possession of a Notary Public Commission or the ability to obtain a commission within six months of hire. Certification as a Certified Municipal Clerk or equivalent designation is highly desirable. Possession of a Records and Information Management Certificate is desirable. Education / Training / Experience : A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or a G.E.D. equivalent and three years of highly responsible administrative experience in a City Clerk's Office involving the development and maintenance of detailed and complex records and legal documents, the meeting of critical deadlines and the interpretation of laws, regulations and other legal requirements; or an equivalent combination of training and experience.

Physical and Mental Demands and Work Environment : The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations. Work Environment The employee primarily works in a standard office setting with extensive public contact and frequent interruptions.