Administrative Coordinator-City Clerk's Office

Under general supervision, performs, coordinates and oversees technical and office administrative support work within the City Clerk’s Office, including the provision of varied and complex support to managerial, professional and supervisory staff or the direct coordination of specific administrative support projects and operations; may supervise technical and clerical personnel; develops and implements improved office and departmental procedures; acts independently in completing basic management studies;

and performs related work as required.

This position provides complex and specialized support to managerial, professional, and supervisory staff, with a strong emphasis on processing, tracking, and fulfilling Public Records Act (PRA) requests in compliance with local, state, and federal laws. The Administrative Coordinator may serve as a working lead, guiding and reviewing the work of clerical and technical personnel to ensure accuracy, efficiency, and adherence to established procedures.

The role involves coordinating daily administrative operations of the City Clerk’s Office, including records management, agenda preparation support, document retention, and customer service to internal departments and the public. Responsibilities include performing detailed administrative tasks, implementing improved office procedures, and independently completing basic management studies or special projects as assigned. The position requires frequent interaction with city staff, elected officials, outside agencies, and the public—both in person and over the telephone—while providing clear, professional, and timely information.

Successful performance in this role ensures that public records and official city documents are prepared, maintained, filed, and distributed in accordance with legal requirements, departmental policies, and established records management standards.

• Demonstrates exceptional attention to detail and accuracy when processing public records requests, managing sensitive documents, and maintaining official records.
• Possesses strong organizational and time-management skills, with the ability to prioritize multiple deadlines in a fast‑paced administrative environment.
• Communicates clearly and professionally with staff, elected officials, outside agencies, and the public, both in writing and verbally.
• Shows proficiency in modern office technology, records management systems, and the ability to learn new software and procedures quickly.
• Exhibits sound judgment, discretion, and a commitment to confidentiality when handling sensitive or legally protected information.
• Works independently and uses good judgment when applying applicable laws, codes and regulations.
• Has knowledge and experience with the California Public Records Act.

Receives general supervision from assigned Department Director or Division Manager. Provides supervision to assigned administrative support staff.

This class is the first supervisory level in the administrative support classification series. Assignments in this class include organizing and overseeing program or office administration, management support, the development and implementation of policies and procedures, and special projects and duties related to the assigned department as well as supervising staff. The work requires frequent contact with the public, as well as performing various research and administrative support functions.

Responsibilities require the exercise of independent judgment, technical knowledge of the division or program where assigned and of overall City activities. This class is distinguished from the Administrative Analyst in that the latter is a professional level classification, requiring the equivalent of a four‑year degree and regularly researches and analyzes practices and procedures in order to develop recommendations for organizational, operational, policy, and procedural improvements.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees…