City Clerk

Under administrative and policy direction, plans, organizes, manages, and provides
administrative direction and oversight for all functions and activities of the City Clerk's Office,
including administration, election management, the legislative function, archiving of public
records and public information, and filing officer services; serves as the City's Elections Official,
Filing Officer and Custodian of Records; coordinates assigned activities with other City
departments, officials, outside agencies, and the public; fosters cooperative working
relationships among City departments and with State and local intergovernmental and regulatory
agencies and various public and private groups; provides highly responsible and complex
administrative support to the City Manager and the City Council; ensures legal compliance with
applicable laws; and performs related work as required.

This is a single position classification that oversees, directs, and participates in all activities of
the City Clerk's Office, including short and long-term planning and development and
administration of departmental policies, procedures, and services. This class provides
assistance to the City Manager and City Council in a variety of administrative, coordinative,
analytical, and liaison capacities. Successful performance of the work requires knowledge of
public policy, municipal functions and activities, including the role of an elected City Council,
and the ability to develop, oversee, and implement projects and programs in a variety of
areas. Responsibilities include coordinating the activities of the department with those of other
departments and outside agencies and managing and overseeing the complex and varied
functions of the department. The incumbent is accountable for accomplishing departmental
planning and operational goals and objectives and for furthering City goals and objectives
within general policy guidelines.

Receives administrative direction from the City Manager.

Exercises supervision over assigned administrative support staff.

Duties may include, but are not limited to, the following:

• Assumes full management responsibility for all programs, services, and activities of the City
  Clerk's Office, including administration, public information, election management, and records
  management.
• Develops, directs, and coordinates the implementation of goals, objectives, policies,
  procedures, and work standards for the City Clerk's Office; establishes, within City policy,
  appropriate budget, service, and staffing levels.
• Manages and participates in the development and administration of the department's annual
  budget; directs the forecast of additional funds needed for staffing, equipment, materials, and
  supplies; directs the monitoring of and approves expenditures; directs and implements
  adjustments as necessary.
• Selects, trains, motivates, and directs department personnel; evaluates and reviews work for
  acceptability and conformance with department standards, including program and project
  priorities and performance evaluations; provides or coordinates staff training; works with
  employees on performance issues; implements discipline and termination procedures;
  responds to staff questions and concerns.
• Contributes to the overall quality of the department's service by developing, reviewing, and
  implementing policies and procedures to meet legal requirements and City needs;
  continuously monitors and evaluates the efficiency and effectiveness of service delivery
  methods and procedures; assesses and monitors the distribution of work, support systems,
  and internal reporting relationships; identifies opportunities for improvement; directs the
  implementation of change.
• Coordinates City Clerk's Office activities with those of other departments and outside
  agencies and organizations; provides staff assistance to the City Manager and City Council;
  prepares and presents staff reports and other necessary correspondence.
• Plans, manages, and conducts municipal elections and special elections; ensures
  conformance with the California Elections Code, Political Reform Act, and other government
  codes; serves as filing officer for the Fair Political Practices Commission for campaign
  disclosure filings; maintains election documents for public inspection; declares election
  results; administers and files oaths of office.
• Oversees the operations of the City-wide records management program, document imaging
  system, and records preservation and destruction; sets and ensures legally compliant
  retention schedules for City records; develops and updates records retention policies and
  procedures; researches City documents, historical information, and other information as
  needed; attests, indexes, and files all legislative actions.
• Maintains custody of the City Seal, ensuring authentication of only approved documents.
• Serves as Public Records Coordinator; ensures compliance with the Public Records Act, the
  Freedom of Information…