Under administrative direction of the City Council, plans, organizes, provides oversight to and participates in all City Clerk functions, including retaining custody of and maintaining the City’s official records and history; coordinating the conduct of City Council and Special Measure/Initiative elections, ensuring legal notification of various Council, commission and committee meetings, and preparing agenda materials and minutes for City Council meetings; officiates at bid openings, coordinates City response to subpoenas for records, acts as a Notary Public, and performs related work as required.
This is a single-position class, which is appointed by the City Council under authority of a City Ordinance in accordance with applicable Government Code sections as the City’s election official, legislative administrator and custodian of records. Responsibilities include coordinating the activities of the office with those of other elected and appointed officials and providing administrative assistance to the City Manager as requested. The incumbent is accountable for accomplishing goals and objectives for the office and for furthering City goals and objectives within general policy guidelines.
Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)
- Prepares City Council agenda packets, including coordinating and reviewing agenda material, finalizing agendas and overseeing distribution of the packets.
- Performs follow-up activities resulting from Council meetings, including transcribing and distributing minutes, ensuring that resolutions and ordinances are in proper format and notarized, tracking committee and commission actions and preparing letters of acceptance or rejection.
- Supervises City official records file maintenance, ensures that documents are recorded and filed properly and oversees the monitoring, archiving and destruction of documents.
- Oversees City’s Municipal Code ensuring timely update and proper ordinance codification.
- Monitors contracts and other agreements ensuring they are signed, recorded in a timely manner and that City insurance requirements are met.
- Serves as the City’s Election Official, coordinating all aspects of the City’s General and Special Elections and interfacing closely with the Contra Costa County Elections Department.
- Administers oath of office for City Council and Commissioners and maintains custody of official City seal.
- Coordinates and administers City Council and Special Measure/Initiative elections and administers oaths of office to Council members and Commissioners.
- Administers City-wide programs, including Conflict of Interest, Municipal Code, Records Retention and Storage, Document Imaging and Advertising for Council, Commission and Special Meetings.
- Acts as the City’s Public Information Officer (PIO) and Emergency Operations PIO and Liaison; coordinates Council standby officer issues.
- Enforces and ensures compliance with the City’s "No Smoking" ordinance, including replying and following up on complaints and educating the public on regulations.
- Receives and coordinates responses to all subpoenas for records, lawsuits and depositions to appear served on the City.
- Receives bids, officiates at bid openings, returns unsuccessful bid bonds and archives bid documents.
- Provides Notary Public services for City legal requirements, residents, staff and the general public.
- Verses update of the City Council/City Clerk web page.
- Oversees the Passport processing Program.
- Supervises assigned clerical and technical staff.
- Performs other duties of a similar nature or level.
Education and Experience:
Equivalent to graduation from a four-year college or university with major coursework in business or public administration or a field related to the work and three years of supervisory, office administrative, related experience, preferably in a public agency or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Licenses and Certifications:
Ability to obtain certification as a Certified Municipal Clerk (CMC) after three years and certification as a Master Municipal Clerk (MMC) after six subsequent years is highly desirable.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 20 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Functions, authority, responsibilities and limitations of an elected City Council;
- Functions, services and funding sources of a municipal government;
- Laws, codes and statutes related to City records;
- Records maintenance practices and procedures;
- Computer applications related to the work;
- Basic supervisory principles and practices;
- Applicable federal and state laws, codes, ordinances and regulations;
- Techniques for effectively representing the City in contacts with governmental agencies, community groups and various professional, educational, regulatory and legislative organizations;
- Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Skill in: (at entry)
- Preparing agendas and meeting packets;
- Taking and transcribing accurate minutes;
- Drafting resolutions and ordinances;
- Interpreting codes and laws related to City records;
- Maintaining City records, including filing, storage, retrieval and disposal;
- Directing the work of assigned staff;
- Developing effective interpersonal relationships with a variety of people;
- Using computers and related software applications; and
- Communicating effectively with co-workers, officials and the general public to exchange or convey information and to receive work direction.