ESSENTIAL JOB FUNCTIONS

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices: Assists with the coordination and implementation of the work plan for the City Clerk Division. Assists with the preparation and distribution of agenda packets and attends meetings as necessary; records and transcribes minutes of the proceedings. Posts agendas, staff reports and other official records on the City's website. Assists with the conduct of municipal elections. Assists with the maintenance of the City's Municipal Code; assists departments in the formatting of resolutions and ordinances; publishes, indexes and files ordinances and resolutions. Assists with the maintenance of official City records and archives including ordinances, resolutions, contracts, agreements, deeds, and minutes; certifies copies as required. Assists the City Clerk in fulfilling the duties of \"Filing Official\" and \"Filing Officer\" under the conflict of interest and campaign provision of the Political Reform Act. Coordinates the appointments to various boards and commissions. Monitors, maintains and updates rosters for boards and commissions. Coordinates the retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements. Administers Public Records Act requests to ensure response in a timely manner by following the state guidelines and deadlines. Submit legal advertising notices for publication. Prepares special commendations in the form of proclamations, certificates of recognition, and City tiles. Conducts special research projects as necessary; assists with the preparation of reports, council agendas and correspondence. Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department. Receives and processes all invoices for the City Clerk's Office; monitors the budget. Assists with the coordination of the City Clerk's Office activities with those of other departments and outside agencies and organizations. Provides vacation and temporary relief as required, including daily break coverage for the front office staff as needed. Typical Qualifications Education, Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

Equivalent to two years of college-level coursework at an accredited college with major emphasis on public administration, business administration, or a related field.

Experience:

Two years of increasingly responsible experience in complex administrative office work involving records management activities, preferably in a City Clerk's Office.

Knowledge and Abilities Knowledge of:

Election laws, political reform requirements, and procedures for administering municipal elections. Pertinent Federal, State and local rules, regulations and ordinances. Principles and practices of records management, including records retention laws. Principles used in taking and preparing minutes.

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Ensure compliance with Federal, State, and local rules, laws, and regulations. Interpret and apply pertinent laws, rules and regulations. Coordinate the retention/destruction of official records in accordance with applicable laws and regulations. Research, analyze and recommend appropriate policies and procedures for the operation of a records management system. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Communicate clearly and concisely, both verbally and in writing. Establish and maintain cooperative and effective working relationships with those contacted in the course of work. Attend evening meetings. Special Requirements Possession of a valid Class \"C\" California driver's license and a satisfactory driving record may be required. Certification of a California Notary Public is desirable. Supplemental Information

PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS

The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Mental function:

Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, and decision making under stressful conditions.

Productivity:

Incumbents must perform work in an efficient, effective and timely manner with minimal direction.

Mobility:

Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, file documents in various locations and heights, and sit, stand, walk, remain seated, and work at a video display terminal for prolonged periods of time.

Vision:

Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.

Hearing:

Incumbents are required to hear in the normal audio range with or without correction.

Environment:

Normal office setting with some travel to attend meetings. Incumbents may be exposed to noise and/or dust.

Other factors:

Incumbents will be required to work extended hours including evenings. 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