Job Descriptions

DEFINITION:

Under general supervision from the City Clerk and City Manager, to perform a variety of responsible technical and clerical duties relating to the functions of the City Clerk’s Office; to process and record official City documents; respond to questions and refer individuals to appropriate agency, provide public records as requested; assume the duties of the City Clerk in that official’s absence; and to do related work as required.

SUPERVISION RECEIVED AND EXERCISED:

Receives direct supervision from the City Clerk and City Manager.

May exercise technical supervision over other clerical staff.

ESSENTIAL FUNCTIONS ‑ Duties may include, but are not limited to, the following:

• Perform complex, responsible, administrative and confidential technical and clerical duties for the City Council and Administrative Services.
• Prepare City Council agenda, assemble background materials, and perform related support services, including disseminating packets and posting to the City’s Website.
• Receive telephone calls; determine which calls can be handled personally, which must be referred to the supervisor, and which should be referred to other members of staff or to other offices.
• Set up and maintain appointment schedules and calendar of activities; reschedule appointments or meetings as necessary to accommodate unexpected changes in priorities or work schedules.
• Assist the City Clerk in performing the day-to-day functions of the office including, but not limited to: the publication of public notices; respond to inquiries from the public regarding Council action and records; provide support to City Council; maintain vital records such as resolutions, ordinances, minutes and agreements; and claims processing.
• Assume the duties of the City Clerk in that official’s absence.
• Schedule staff or committee meetings and make all necessary arrangements relating to time, date and place; notify participants of agenda items and provide background information as required; attend such meetings when requested.
• Receive and read incoming correspondence, reports, instructions and similar documents; identify those communications which require the personal attention of the supervisor and attach appropriate background material; flag priority items for the supervisor's review.
• Compose replies to a wide variety of communications when the information required is factual in nature or involves matters of established policies or procedures.
• Refer correspondence or reports to other members of staff for information or reply.
• Provide clerical support services to other administrative staff as necessary.
• Establish and maintain office files and records and assemble information from these and other sources in response to requests made by the supervisor.
• Maintain familiarity with established procedures for clearing correspondence, developing or forwarding reports and obtaining services, supplies or temporary office help; and provide information regarding these and similar matters to the supervisor or to members of the staff, or take the action necessary to meet the day‑to‑day operating needs of the office.
• Process plans, specifications, forms, reports, legal documents and similar materials in accordance with legal and procedural requirements; ensure that information is complete and in accordance with legal and procedural requirements.
• Ensure that clerical processes conform to established policies and procedures.
• Perform general clerical duties including filing, checking and recording information on records, and processing routine requests for information.
• Prepare payroll for the department to interface with City payroll system.
• Prepare and compile extensive records and reports as necessary.
• Type a variety of materials including general correspondence and memoranda.
• Make travel arrangements for City Council and Administrative staff by making plane and hotel arrangements, notifying organizations and individuals of the arrangements and preparing travel vouchers and reports upon return.
• May serve as the Secretary to a board or commission, preparing the agenda, assembling background materials, taking and transcribing minutes of meetings and performing related support services.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge of:

English usage, spelling, grammar and punctuation.

Modern office procedures, methods, and computer equipment.

Clerical research methods, including the compilation and verification of information and preparing follow-up summaries or reports.

Business letter writing and report preparation.

Functions and organization of municipal government.

Records management systems including various computer software databases and optical imaging systems.

Legal requirements for various publications and hearings.

Organization, procedures, and operating details of the City Clerk’s Office and City Government.

State laws regarding the Public Records Act, Brown Act, Political Reform Act, the Government Code and the Election Code.

Ability to:

Read and interpret complex legal documents and administrative procedures and regulations.

Effectively plan and complete assignments meeting deadlines.

Exercise sound judgment in making independent decisions.

Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.

Interpret, translate, and apply State and local legislation.

Type at a speed of fifty-five (55) words per minute, net corrected.

Use a variety of standard business computer software applications.

Understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted during the course of work.

EXPERIENCE AND EDUCATION:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four years of increasingly responsible technical and clerical experience performing administrative support tasks that include analyzing and interpreting complex documents, administrative procedures, and/or regulations.

Education:

Possession of a High School diploma or GED certificate.

DESIRABLE QUALIFICATIONS

Prior experience performing duties comparable to those of a Deputy City Clerk.

LICENSE AND/OR CERTIFICATE

Certification or ability to be a Notary Public is required.

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driver’s License and proof of automobile liability insurance is a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: See well enough to read instructions, read fine print and view computer screen; hear well enough to converse on the telephone and in person; use of hands and fingers for use of computer keyboard, filing, writing and answering telephones.

October 2011