City Clerk Specialist Vernon CA 1 of 3
JOB DESCRIPTION
City Clerk Specialist
Date Prepared: April, 2024 Class Code: 1322
SUMMARY: Under general direction of the City Clerk, performs a wide range of specialized and complex administrative and technical duties requiring timeliness, high degree of accuracy and coordination and maintenance pertaining the City’s records management program; completes payroll; conducts special projects.
ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Performs a variety of complex and responsible administrative and technical duties in the Office of the City Clerk.
• Coordinates, and maintains a comprehensive City-wide records management program. • Coordinates the publication, filing, indexing and safeguarding of all City Council, HousingAuthority, Oversight, Successor Agency, and other Board, Commission, and Committee meeting proceedings. Supports and maintains the City's Legislative history. • Assists visitors with issues regarding the activities of the Office of the City Clerk. • Assists with the organization, conduct, and activities of municipal elections. • Composes and prepares correspondence/documents, including City Council actions. • Coordinates the activities of City Council appointed committees, boards, and commissions. • Assists departments in the implementation of records management policies, procedures, and techniques, including filing systems, indexing, forms design, and central records storage, retrieval and disposition.
• Coordinates records retention, and destruction of records with City departments, in accordance with legal requirements and records management policies and procedures. • Maintains and makes change recommendations regarding policies, manuals, and procedures according to current legal requirements for records management program. • Performs records analysis, inventory and retention of records and prepares destruction list for approval.
• Performs technical research activities and special projects. • Maintains files, indexes, and distributes various codes and forms for reports required under the Fair Political Practices act.
• Acts as a passport acceptance agent.
• Assists with and/or performs the duties of City Clerk as assigned; drafts, compiles, prepares, and distributes City Council, or other governing body, agenda packets, public meeting notices, and supporting documentation; processes legal and technical documents. • May assists with conduct of City elections.
City Clerk Specialist Vernon CA 2 of 3
• Processes the Department’s payroll, invoices, purchase orders, contracts, requisitions and related forms and documents.
• Assures the absolute confidentiality of City's confidential records and information. • Assures that security protocols are followed, and all reports and paperwork are completed in a timely manner; updates, corrects, retrieves, and releases information according to procedures. • Provides information, instructions, and assistance to the public and others having business with the City; assists customers with requests, applications, government forms, and other documents; responds to and resolves customer service issues within scope of responsibility in a courteous and respectful manner.
• Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Possession of a High School Diploma or GED; AND four years highly skilled administrative support experience in a municipal or county clerk’s office, or similar public agency in California, complemented with related training or coursework.
Knowledge of:
• City organization, operations, policies, and procedures. • Federal and state laws and statutes governing municipal operations, public records, and open meetings, including California Public Employment Relations Board, the Meyers-Milias-Brown Act, California Public Records Act, California Elections Code, California Political Reform Act and the Federal Voter Rights Act.
• City ordinances, codes, policies, resolutions, and agreements. • Federal and state laws and regulations governing City administration and elections. • Parliamentary practices and procedures governing public meetings. • Principles and practices of record keeping, records management, and records retention. • Principles and practices of confidential records management, and security precautions in the public sector.
• Legal, ethical, and professional rules of conduct for public sector employees and elected officials.
• Customer service principles, protocols, and methods.
• Business computers, and standard and specialized software applications.
Skill in:
• Explaining and applying state and Federal rules and regulations and statutory standards. • Researching, reviewing, correcting, and maintaining complex and extensive public records. • Monitoring the City’s compliance with all laws, regulations, and rules. • Preparing correspondence, agendas, and various types of documents. • Coordinating special projects in support of departmental operations. • Operating a personal computer utilizing a variety of business software. • Assessing and prioritizing multiple tasks, projects and demands. • Dealing tactfully and courteously with those seeking information about City functions and activities.
City Clerk Specialist Vernon CA 3 of 3
• Establishing and maintaining effective working relationships with the City Clerk and City Attorney, co-workers, City Council, Mayor, City Administrator, City departments and staff, regional government agencies, and the public.
• Communicating effectively verbally and in writing.
LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License is required.
Notary Public license and designation as a Certified Municipal Clerk (CMC) are highly desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
• Work is performed in a standard office environment.
• Working evenings may be required upon occasion.