City of Signal Hill
ASSISTANT CITY CLERK
Bargaining Unit: N/A – Management
Date: June 11, 2024
CENTRAL PURPOSE OF JOB
Under the administrative direction of the City Manager, manage, plan, organize, direct and coordinate the activities and operations of the City Clerk Department. This position has full responsibility for providing direction and oversight for the department operations, to include: maintain, organize and preserve official City records management program; agenda and minutes preparation; administer general and special municipal elections; enforce laws pertaining to public records, conflict of interest, elections and campaign financing disclosures; municipal code codification; perform legislative analysis and development of policies and procedures; coordinate department activities with other City departments and outside agencies; and other duties as assigned.
DISTINGUISHING CHARACTERISTICS:
This is a management level classification responsible for providing professional support to the City Manager and City Clerk in several administrative and operations functional areas. It is distinguished from the Sr. Deputy City Clerk in that the latter serves as support staff having limited responsibility for specific programs, functions, and activities, and assists in developing public policy.
ESSENTIAL FUNCTIONS
Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics. The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Oversee and direct the day-to-day operations of the City Clerk division, including: election administration, records management, legislative analysis, public records and notices, agenda, minutes, contract and insurance management, deeds, legal documents, and other statutory duties as established by federal, state and local laws.
Develop, direct, and coordinate the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk division.
Exhibit AExhibit APlan, organize, and supervise the preparation and maintenance of City documents and records, including: agendas, minutes, ordinances, resolutions, contracts, staff reports and packets, City Council policies and procedures, deeds and other legal documents.
Exhibit A
Exhibit A
Attend all City Council and Successor Agency meetings.
Record and transcribe the proceedings of the City Council, Successor Agency, Signal Hill Housing Authority, Signal Hill Financing Authority, and Signal Hill Municipal Financing Authority; maintain all documents, records of actions and approved actions taken; publish official notices and reports of action.
Plan and coordinate general and special municipal elections, including: serve as liaison with county registrar/recorder; provide information to candidates; provide and answer ballot information and questions; prepare sample ballots, candidate handbooks, and other election materials; ensure compliance with campaign provisions of the Political Reform Act.
Serve as the Custodian of Records for official City documents; accept claims, subpoenas and public records requests; maintain legislative history; ensure compliance with the Public Records Act process.
Provide administrative assistance to the City Manager; prepare and present oral and written reports to the City Council, Successor Agency; Signal Hill Housing Authority, Public Financing Authority, and Municipal Financing Authority.
Develop and administer city-wide records management program, records preservation, retention and destruction; develop and revise records management program policies and procedures; advise, counsel and assist City departments in managing records program.
Respond to Public Records Act requests; receive and respond to inquiries from the press, other agencies, interested parties and the general public; receive, copy and route responses to appropriate City representatives.
Provide a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history, and Fair Political Practices Commission filings.
Perform analytical and technical research; develop, review and implement policies and procedures to meet legal requirements of the City.
Assist with the monitoring and evaluation of the efficiency and effectiveness of service delivery, workflow and support systems; identify and recommend opportunities for change.
Recruit and coordinate advisory bodies’ vacancies, applications and City Council appointments; provide orientation to new members; prepare and update council advisory bodies’ orientation handbook.
Administer oaths of office/allegiance.
Represent the City and department to outside groups and organizations; and interface with public groups, professional clubs and organizations.
Select, supervise, train and evaluate department staff; implement discipline and/or corrective actions as needed.
Serve as filing officer for statements of economic interest for designated employees, certain appointed officials, officeholders, candidates and committees; coordinate City Council, City Manager, City Attorney and other filings with the Fair Political Practices Commission.
Coordinate compliance filings related to state campaign disclosure laws, City Conflict of Interest Code, AB 1234 Ethics requirements, and AB 1661 Sexual Harassment Prevention Training and Education compliance for elected and appointed officials.
Work closely with the City Attorney’s Office to ensure compliance with state and local laws including the Ralph M. Brown Act, the Political Reform Act, California Elections Code, Fair Political Practices Reform Act and the Signal Hill Code of Ethics.
Develop and administer department budget, monitor expenditures and forecasts for additional funds for staffing, equipment, materials and supplies.
Supervise the receipt and certification of documents, petitions, claims, bonds, sealed bids, and proposals.
Process ordinances for codification in the Municipal Code to reflect actions of the Council, update code books and mail outs.
Certify or notarize contracts and legal documents and coordinate document recording, and administer oaths or affirmations.
Research and prepare administrative reports and studies; respond to inquiries from public regarding City Council actions.
Monitor and keep abreast with legislative and technical developments and methods in the field that may affect the City or department operations; review and implement improved methods and practices.
Performs a variety of other duties as assigned.
Perform the duties of the City Clerk in his/her absence.
MARGINAL FUNCTIONS
Will be required to work outside of normal business hours to attend evening meetings.
Perform related duties and responsibilities as required.
Minimum Training and Experience
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: Seven (7) years of increasingly responsible administrative support experience including five (5) years increasingly responsible experience in complex administrative office work in a City Clerk’s office which includes running municipal elections, records and files maintenance, agenda preparation, responding to Public Records Act requests and the interpretation of codes and ordinances.
Certification from International Institute of Municipal Clerks (IIMC) as a Certified Municipal Clerk (CMC), is required.
Possession of or ability to obtain a California Notary Public Commission certification within six (6) months of employment.
Education/Training: High School diploma or GED equivalent. A Bachelor's degree from an accredited college or university with major course work in public or business administration, records management or closely related field could substitute 2 years of administrative support experience and/or City Clerk’s or County Clerk’s Office experience.
Licenses and Certificates: Valid Class C California driver license, acceptable driving record, and evidence of insurance are required.
KNOWLEDGE AND ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Knowledge of:
Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
Public agency budgetary, contract administration, administrative practices, and general principles of risk management related to the functions of the assigned area.
Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs; principles and practices of municipal government administration.
Federal, state and local laws, regulations, codes and ordinances related to legislative procedures; municipal elections; open meetings; code of ethics; public records retention, management, preservation and recording; public noticing and posting requirements.
California Elections Code, Political Reform Act, Fair Political Practices Reform Act, Maddy Act, Voting Rights Act, Ralph M. Brown Act and Public Records Acts.
Modern office methods and procedures; computer hardware and software related to information systems.
Extensive administrative, organizational and management principles and practices related to goal setting; program development; research methods; analysis and evaluation of projects, policies and procedures; and municipal government administration.
Business correspondence; structure and content of the English language, including: usage, spelling, composition, punctuation and grammar.
Principles of employee supervision, training and performance evaluation.
Principles and practices of budget preparation, contract administration and City-wide administrative practices.
Methods and techniques for the development of presentations, contract negotiations and management, business correspondence, and information distribution; research and reporting methods, techniques, and procedures.
Record keeping principles and procedures.
Modern office practices, methods, and computer equipment and applications related to the work.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.
Skills in:
Communicating effectively, both orally and in writing;
Preparing clear, concise and accurate written materials; Making public presentations;
Record keeping and management practices;
Research methods and analysis techniques; and
Effective customer service techniques.
Ability to:
Plan, develop and implement department goals, policies, procedures, work standard.
Conduct complex project research and analysis; evaluate alternatives and make sound recommendations.
Prepare clear and concise reports, correspondence, presentations, minutes, ordinances, resolutions, records, reports, policies and procedures.
Research and prepare administrative and technical reports and studies; department budget and expenditures.
Interpret, apply, explain and research federal, state, and local laws, regulations, codes, policies and procedures.
Coordinate and oversee the maintenance and preservation of official City records, confidential files and documents.
Manage, prioritize and organize simultaneous projects effectively to meet critical and sensitive deadlines.
Communicate clearly and concisely, both orally and in writing Operate modern equipment, including computer hardware and specialized software and database systems.
Establish and maintain cooperative working relationships with internal and external customers, including City staff, City Council and other government officials, residents, legal counsel, vendors, contractors, consultants.
Analyze and interpret technical reports, legal documents, contracts, administrative procedures and regulations.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate modern office equipment including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Physical Requirements:
Ability to operate a variety of automated office machines, including a calculator, copier, personal computer and applicable software programs; coordinate eyes, hands, feet and limbs in performing slightly skilled movements, such as data entry; exert light physical effort in sedentary to light work, typically involving lifting, carrying, pushing and pulling, sitting, and/or walking; maneuver and steer equipment and machinery requiring simple, but continuous adjustments, such as the operation of an automobile.
While performing the duties of this class, employees are frequently required to sit, stand and walk; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms above and below shoulder level. Employees occasionally lift and move records and documents weighing up to 20 pounds.
Judgment and Situational Reasoning Ability:
Ability to exercise independent judgment, decisiveness and creativity required in situations involving directions, control and planning of an entire program or multiple programs; ability to decide time, place and sequence of operations within an organizational framework, as well as the ability to oversee their execution; ability to analyze and categorize data and information using established criteria, in order to determine consequences and to identify and select alternatives.
Environmental Adaptability:
Ability to work in an office environment.
ADDITIONAL INFORMATION:
Willingness and ability to work the hours necessary to accomplish the assigned duties; attend evening meetings; travel out of town and attend workshops, conferences, seminars during working and non-working hours.
The successful candidate must satisfactorily pass a background check including, polygraph examination, Department of Justice (DOJ) fingerprinting and reference checks. A valid California driver's license with a satisfactory driving record is required.
ADDITIONAL INFORMATION
Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the final qualifications of incumbents within the position.
Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisor or by law.