1 CLASSIFICATION SPECIFICATION
CITY OF MARYSVILLE, CA Date: June 2024
CLASS TITLE: City Clerk and Assistant to the City Manager FLSA STATUS: Exempt REPORTS TO: City Manager HIRING STATUS: At Will
JOB SUMMARY
This classification is for the City Clerk (CC) and Assistant to the City Manager (ACM); due to this caveat this classification specification will list duties and responsibilities for the two (2) positions.
To perform a variety of administrative and managerial responsibilities in the conduct and management of the activities of preparing City Council agendas, minutes, and Council packets, as well as responding to Public Records request and maintaining all official City records.
SUPERVISION RECEIVED AND EXERCISED
Reports to and receives general direction from the City Manager. May exercise direct supervision over clerical staff.
EXAMPLES OF WORK
Examples of Work are not intended to be an exhaustive list of all responsibilities, duties, and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
Provides continuous leadership in carrying out the program mission, as amended from time to time, including:
• Maintains records and prepares daily reports related to work performed. • Compile information for agenda preparation; collect background information; assemble agenda for printing; distribute packets to City Council and various agencies. • Prepare and distribute updates and revisions of Council Policy and those of city boards, commissions, and committees.
• Respond to inquiries from the public by letter, telephone and in person regarding Council action and records; research information for public or city staff when necessary. • Maintain administrative files including historical legal documents, resolutions, ordinances, agreements, deeds and annexations.
• Serve as custodian of the city seal and city archivist for officialrecords. • Process all municipal elections to County Elections Office and maintain election files for all municipal/special elections; receive initiatives and process accordingly. • Maintain list of commissions and boards; receive applications for membership on boards and commission; publish notices for vacancies; process applications for Council selection; notify applicantsof results.
• Assist City Manager in responding to various inquires related to city operations, policies, and programs.
• Serve as financial disclosure officer for Fair Political Practices Commission for campaign disclosure forms and statement of economic interest.
• Represent the department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. 3 • Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service.
• Process Worker’s Compensation Claims and coordinate other confidential HR-related activities. • Perform related duties as assigned.
QUALIFICATION REQUIREMENTS
To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
KNOWLEDGE, SKILLS, AND ABILITIES (position requirements at entry) Knowledge of:
• Creates learning and development programs and initiatives that provide internal development opportunities for employees.
• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills. • Excellent organizational skills and attention to detail. • Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate. • Ability to act with integrity, professionalism, and confidentiality. • Thorough knowledge of employment-related laws and regulations. • Proficient with Microsoft Office Suite or related software. • Proficiency with or the ability to quickly learn the organization’s HRIS and talent management systems. • Pertinent federal, state and local laws, codes and regulations. Election laws and procedures. • Political reform requirements.
• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
• Business English, spelling and arithmetic.
• Principles and methods of record keeping and report writing. Modern office procedures, methods and computer equipment.
• Principles and practices of supervision, training and performance evaluation.
Ability to:
• On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. • On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use keyboard to communicate through written means; and lift or carry weight of 15 pounds or less. • Provide information and organize material in compliance with laws, regulations and policies. • Direct the retention/destruction of official records in accordance with applicable laws and regulations. Meet the public, understand their questions and provide information. • Type at a speed necessary for successful job performance. Gain cooperation through discussion and persuasion.
• Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with those contacted in the course of work. • Listen effectively.
4 • Interpret complex and difficult situations, reducing them to their significant elements, and applying appropriate interpretations to the situations.
• Prioritize workload effectively to meet deadlines under changing conditions. • Think and act quickly in emergencies, and judge situations and people accurately. • Learn, understand, and interpret laws and regulations. • Well-developed listening, writing, and verbal communication skills, including the proper use of legal, scientific, financial, and subject matter concepts and terminology, conveyed with the intended audience in mind.
PHYSICAL DEMANDS
• Prolonged periods of sitting at a desk and working on a computer. • Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet indoors and varies outdoors.
Work product deadlines are common.
Confidentiality is required.
LICENSES OR CERTIFICATIONS
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 journey level secretarial experience including two years of supervisory experience.
Training: Equivalent to completion of the twelfth grade; a Bachelor's degree in a related field is desirable.