SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Assistant City Clerk. May provide technical direction to administrative, and support staff. Essential Job Functions Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is

ILLUSTRATIVE

ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities:

Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities: Assists in managing the City's compliance responsibilities for appropriate establishment, maintenance, and disposition of official City records, action of governing bodies, municipal ordinances, resolutions, City code and other official documents. Prepares, distributes, and posts agenda packets and minutes; may be required to attend City Council and other meetings. Oversees in maintaining the Municipal Code. Oversees the receiving and processing of claims for damages, and summons and complaints against the City, and accepts service on behalf of the City in court actions. Assists with election activities. Maintains candidate lists for Commissions, Committees, and Boards; administers oaths, affirmations, and acknowledgements. Reviews agreements and contracts for completeness and works closely with Risk Management to ensure compliance with insurance requirements. Assists in conducting bid openings for City projects and opens bids according to federal, state, and municipal law. Provides administrative support for municipal elections and maintains Fair Political Practices Commission Conflict of Interest filings. Assists in scanning and indexing records for storage and retrieval of information related to document imaging system utilizing research and retrieval methods. Assists in training City staff on the use of document imaging systems and research and retrieval methods. Assists in processing requests for research on a variety of issues regarding City policies, procedures, ordinances, etc.; provides information to the public and staff requiring a working knowledge of department programs and operations. Works in conjunction with the City Attorney's office and the City Clerk as needed, and independently responds to public records requests from the public by letter, telephone and in-person regarding City Council action and records. Research information for public and City staff when needed. Regularly and predictably attends work. Performs related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

English grammar, punctuation, and spelling. Modern Office methods, procedures, software, and equipment. Principles and practices of records management. Relevant organization and procedures of City government and municipal organization. Laws, regulations, systems, and procedures associated with the development, maintenance, and disposition of public records. Optical imaging storage and retrieval systems.

Skill in:

Performing varied office and administrative functions in the legal development, maintenance, and disposition of public records. Synthesizing information into summary form and detailing follow-up requirements. Application of advanced methods of document storage and retrieval. Managing projects, activities, and programs. Using personal computers and office related software. Conducting research and analysis and preparing clear, concise, and comprehensive reports. Understanding and applying complex regulations, procedures, and guidelines. Communicating clearly and concisely, both in orally and in writing. Following directions from a supervisor. Appearing for work on time. Following direction from a supervisor. Understanding and following posted work rules and procedures. Accepting constructive criticism. Working under pressure, handling significant problems and tasks that arise simultaneously and/or unexpectedly. Establishing and maintaining effective working relationships with staff, other City employees and the public.

Other:

Required to work evenings and extended hours on a regular basis. Qualifications A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four (4) years increasingly responsible administrative support experience, preferably in a City Clerk's office, is required.

Education:

Graduation from high school or GED supplemented by college level coursework.

License/Certificates:

Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required. Commission as a Notary Public in the State of California within six (6) months of appointment is required. A certificate from the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is desirable.

Disaster Service Worker:

In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly. 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