City Clerk Specialist

Under general direction, coordinate and maintain the City’s official computerized and manual records management program including document retention, storage, and retrieval systems; develop, implement, and maintain policies and procedures of the records management systems; provide relevant information for City employees and the public; perform a variety of administrative duties in support of the City Clerk’s Office; and perform other related duties as assigned.

This classification reports directly to the City Clerk and will receive occasional direction from the City Manager. The City Clerk Specialist is an integral part of the City Clerk’s Office functions and exercises appropriate judgment, discretion, and common sense in the performance of duties. This classification is distinguished from other administrative support classifications by the technical and legal nature of the assignments.

The City Clerk Specialist receives only occasional instruction as new or unusual situations arise and is fully aware of the pertinent laws, operating policies, and procedures of the City Clerk’s Office. Position may provide supervision to subordinate administrative and/or clerical positions.

• Coordinate and maintain the City’s records management system for coding and classifying all vital City records; implement and maintain policies and procedures for recording, indexing, filing and retrieval of active documents and the storage of inactive documents.
• Review and respond to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; research and retrieve official records and documents for the City Council, City Staff and the public; review and process public records requests, including the receipt and distribution of subpoenaed records.
• Assist in codifying City ordinances into Municipal and Zoning codes and facilitates the distribution of revisions.
• Assist the City Clerk with (a) ensuring compliance with Political Reform Act, (b) administering Fair Political Practices Commission (FPPC) filings, (c) conducting municipal elections including verification of nomination papers and certification of initiative referendums and recall petitions, (d) Statements of Economic Interests and (e) campaign financial statements.
• Assume the duties and responsibilities of the City Clerk in the absence of the City Clerk including but not limited to (a) providing supervision and direction to Department staff, (b) certification of ordinances, resolutions, agreements and other official documents, and (c) administering Oaths of Office.
• Participates in the administration of the City Clerk’s Department budget.
• Assist staff and the public with questions regarding official documents or activities of the City, explain policies and procedures related to City operations.
• Assist with the preparation and posting or distribution of notices of public meetings and hearings; assist with the preparation and distribution of other notices in accordance with municipal, State and Federal requirements.
• Assist in the preparation, assembly, printing, and distribution of City Council agenda packets.
• May transcribe notes or taped proceedings; prepare minutes of meetings and other proceedings.
• Coordinate microfilming/electronic imaging production, quality control procedures, and off-site storage.
• Assist with formal bid openings.
• Assist the City Clerk with Contract Administration duties.
• Proofread reports, forms, minutes, agendas, and other material for mathematical, grammatical, and procedural accuracy.
• Perform a variety of complex administrative and confidential duties in support of the City Clerk’s Office; answer phone calls, route calls, and respond to requests for information.
• Supervise subordinate administrative or clerical staff.
• Establish, maintain, and foster positive and harmonious working relationships with City staff and all those contacted in the course of work.

Perform related duties as assigned.

• Operations, services, and activities of a City Clerk’s Office.
• Applicable Federal, State and municipal laws, codes, regulations, and…