City Clerk Services Manager
April 2026
CITY CLERK SERVICES MANAGER
JOB FAMILY: City Manager
EEO CATEGORY: Professionals
FLSA: Exempt
PAY PLAN: Full-Time Pay Plan
UNION STATUS: Represented
PURPOSE STATEMENT:
Under the direction of the assigned administrator, the City Clerk Services Manager prepares city council agendas and minutes, conducts municipal elections, ensures compliance with the Brown Act, Public Records Act, and Fair Political Practices Commission regulations, and manages the city’s Records Retention and General Liability Programs. The incumbent provides all duties of a City Clerk regardless of their elected status.
ESSENTIAL FUNCTIONS, DUTIES, AND TASKS:
The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or departmentspecific functions, duties, and tasks from those set forth below to address business needs and changing business practices.
• Develops, plans, and implements the goals and objectives of the City Clerk Services Department, and recommends and administers policies and procedures affecting the activities of the department.
• Prepares City Council, Redevelopment Agency, Fire District, Finance Authority, Public Facilities Corporation, Harvey House Foundation, and active committees and commission agendas and minutes; and ensures compliance with the Brown Act by timely posting and publishing meeting notifications, public hearing notices, and ordinances.
• Coordinates activities of the City Clerk Services Department with those of other departments and outside agencies and organizations; provides staff assistance to the City Council and City Manager; and prepares, proofreads, and presents staff reports and other necessary correspondence.
• Oversees the conduct of municipal elections, including general, initiative, referendum, ballot measure, and recall; ensures the legality of the proceedings in accordance with state and local election and campaign financing laws; and certifies election results. • Plans and directs the maintenance, updating, and filing of official municipal documents and records, including maintaining an active continuing program for the economical and efficient management of these documents and records.
• Receives, provides, and organizes information and material(s) in compliance with federal, state, and local laws, regulations, and policies; and directs the retention and destruction of official Job Classification Description
Equal Employment Opportunity
City Clerk Services Manager
April 2026
records in accordance with applicable laws and regulations. • Directs, oversees, and participates in the development of the work plan of the City Clerk Services Department; assigns work activities, projects, and programs; monitors workflow; prepares and maintains a procedures manual for the department; and reviews and evaluates work products, methods, and procedures.
• Supervises and participates in the development and administration of the elected officials and department budgets; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; and monitors and approves expenditures, and implements mid-year adjustments.
OTHER DUTIES:
• Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
(At time of application)
Knowledge of:
• Federal, state, and local laws, including but not limited to the Brown Act, California Public Records Act, Fair Political Practices Commission, election laws and procedures, and Maddy Act • Principles of budget preparation and monitoring
• Organizational and management practices and principles as applied to the analysis and evaluation of programs, policies, and operational needs • Computer usage including related software
Skills and Abilities to:
• Transcribe minutes and type at an acceptable rate of speed • Analyze problems and identify and implement solutions • Plan and organize work to meet schedules and timelines • Understand and respond to the public’s and staff’s requests for assistance both on the phone and in person
• Prepare reports, perform mathematical calculations, count money, and sort or file documents • Communicate effectively in the English language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation
• Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnic, cultural, and socio-economic backgrounds JOB QUALIFICATIONS / REQUIREMENTS:
(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.) EDUCATION AND EXPERIENCE:
Any combination of education and experience that would provide the required knowledge, abilities and skills is qualifying. A typical way to obtain the qualifications would be:
City Clerk Services Manager
April 2026
Associate Degree from an accredited college or university with a major in public administration or related field (Bachelor’s Degree is highly desirable) and five (5) years of increasingly responsible experience in municipal records management.
LICENSE(S) REQUIRED:
• Valid state-issued Driver’s License and a good driving record preferred.
CERTIFICATIONS AND TESTING REQUIRED:
• Certified Municipal Clerk (CMC) Certificate
• Notary Public Certificate
WORK ENVIRONMENT / PHYSICAL DEMANDS:
(Must be performed with or without reasonable accommodations) • This position works primarily in an indoor office environment. • Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing, and repetitive motions with or without reasonable accommodation.
• Light Work: Exerting up to 20 pounds of force occasionally (up to 1/3 of workday), and/or up to 10 pounds of force frequently (1/3 to 2/3 of workday), and/or a negligible amount of force constantly (2/3 or more of workday) to move objects. Physical demand requirements are in excess of those for Sedentary Work.