City Clerk Administrator
Full Time
United States
$8,836 - $11,390 a month
Posted
Job description
Class Title
City Clerk Administrator
Class Code
786
Salary
$8,836.00 - $11,390.00 Monthly
Basic Function
Under administrative direction and subject to general policy determination, manages and coordinates official City documents and records including legislative actions of the City Council and the administration of activities and personnel in the City Clerk's Office and performs related work as required by the City Manager and City Council.
Distinguishing Characteristics
The City Clerk Administrator is a division manager classification responsible for the supervision and accountability for the day-to-day operations of the City Clerk's Office. This classification is distinguished from the lower classification of Records Coordinator in that the latter classification provides technical and clerical support in the development, coordination and maintenance of the City-wide records management program. The City Clerk Administrator has more specialized knowledge of municipal records, elections, and public notice requirements and exercises greater judgment in the interpretation of codes and standards than the employees who are supervised. Work is performed in accordance with the policies and procedures established by the Assistant City Manager.
Typical Duties
- Responsible for maintaining official City documents and records including resolutions, ordinances, minutes of meetings, contracts and agreements.
- Responsible for the orderly retention, safeguarding, microfilming, and disposition of official records.
- Attends City Council meetings and supervises the recording of action taken.
- Coordinates with the Mayor and Assistant City Manager in the preparation of agendas and support material for City Council meetings.
- Oversees the fulfillment of State and Federal legal filing requirements as relevant to City elected or appointed officials and designated City staff.
- Responsible for organizing and conducting municipal elections.
- Responsible for the supervision, evaluation and effective utilization of assigned staff.
- Responsible for development and administration of the division budget.
- Responsible for the administration of oaths.
- Responds to inquiries and public information requests from the media and public and other City departments.
- Oversees the City's Records Management System, including the organization and coordinating the archiving of public files citywide.
- Officiates at bid openings and directs the preparation of contracts and agreements.
- Directs the official publication of notices, bids and ordinances.
- Prepares research projects and data for the Assistant City Manager, City Council, staff members and other governmental agencies.
- Directs the preparation and dissemination of information relative to City Council action to the appropriate parties.
- Oversees the procedural elements of City Advisory Bodies, including appointments, recruitments, legal notices, rosters, processing of applications and administration of the Oath of Office for new members.
- Establishes and maintains effective working relationships with the City Council, staff, other governmental agencies and the citizens of the community.
- Custodian of the City Seal.
WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
Minimum Qualifications
Knowledge:
Skills:
Abilities:
EDUCATION AND EXPERIENCE
Any combination of education and experience that provides the above knowledge, skills and abilities combined with any required licenses is qualifying. A typical way to obtain the required qualifications is to possess the equivalent of the following:
LICENSES/CERTIFICATES
DESIRABLE QUALIFICATIONS
- Provisions of the State Government Code, State Elections Code, Ralph M. Brown Act, Political Reform Act and Parliamentary Procedure and other policies and procedures governing the actions of an elected City Council.
- City Municipal Code, ordinances and operations and requirements governing the general function of a municipal government.
- Contract administration practices.
- Principles of City budgeting and administrative procedures.
- Records management and systems analysis, development and implementation.
- Filing and records systems management.
Skills:
- Business English, usage, vocabulary, punctuation and spelling.
- Typing and dictation.
- Office management methods and procedures.
- Basic computer applications used for word-processing and data management.
Abilities:
- Communicate effectively both orally and in writing.
- Prepare clear and concise written reports and correspondence.
- Plan, organize, manage, direct and evaluate the work of assigned staff.
- Organize, plan and schedule work to meet deadlines.
- Establish and maintain effective working relationships with the City Council staff, other governmental agencies and the general public.
- Initiate and implement innovative office procedures and practices.
EDUCATION AND EXPERIENCE
Any combination of education and experience that provides the above knowledge, skills and abilities combined with any required licenses is qualifying. A typical way to obtain the required qualifications is to possess the equivalent of the following:
- High school graduation or tested equivalent and
- AA degree in business, public administration, or closely related field. (Equivalent training and experience in a responsible clerical position in a governmental agency may be substituted for the degree requirement on a year for year basis) and,
- Four years of experience in a responsible clerical position with at least two years involving office management and supervision in a governmental agency.
LICENSES/CERTIFICATES
- Possession at the time of hire and continued maintenance of a valid California driver's license and a safe driving record.
- Possession of, or ability to obtain, a Certified Municipal Clerk designation within 2 years.
DESIRABLE QUALIFICATIONS
- Possession of a Certified Municipal Clerk designation
Career Ladder
City Clerk Administrator
Deputy City Clerk
Deputy City Clerk
Records Coordinator
AAII
Class Detail
Reports to: Assistant City Manager
Supervises: Responsibility for clerical personnel assigned as staff
Bargaining Unit: Mid-Management Association
Supervises: Responsibility for clerical personnel assigned as staff
Bargaining Unit: Mid-Management Association
Classification No.: 786
Date of Issue: 1/11
Supersedes: NEW
Update: 3/18
Date of Issue: 1/11
Supersedes: NEW
Update: 3/18
SALARY
- The current salary range for this position is posted on the City website. Appointment may be made commensurate with experience. See the Mid-Management MOU documents on the City website for further details on pay rates and practices.
APPOINTMENT
- Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment. Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.
LEAVE
Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.
Sick – 12 days/year
Holidays – up to 11 days/year
Floating Holidays - 24 hours per year - prorated for part-time
Floating Holidays - 24 hours per year - prorated for part-time
INSURANCE – (available to employee and eligible dependents)
Medical – Depends on plan selected; City generally pays at least 90% of the cost of coverage. Participating members make an additional $35 contribution per pay period towards health care benefits.
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage. Pro-rated for part-time.
Life – City provides a $25,000 life insurance policy.
Long Term Disability – City provides a long term disability plan.
MANAGEMENT LEAVE/OPTIONAL BENEFIT PLAN
80 hours of additional vacation per year. A $1,300 (less than 10 yrs) or $1,500 (greater than 10 yrs) annual contribution may be used to purchase additional vacation, be place in deferred compensation account or be paid in cash (cashout limited to 20 hours).
RETIREMENT
All regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 11.25% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.
ADDITIONAL BENEFITS (not all inclusive)
457 Deferred Compensation Plan
Accident Protection Insurance
Cancer and Critical Illness Insurance
Direct Deposit
Discount Bus Pass Program
Flexible Spending Plans for Health & Dependent Care
Longevity Pay (after 10 years and 15 years)
In lieu Medical Reimbursement of $200 /month
Supplemental Life Insurance
Tuition Reimbursement
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