ASSISTANT CITY CLERK

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general direction, oversees, supervises, and coordinates the activities and services of assigned functions and program areas within the City Clerk’s Office; coordinates assigned activities with other divisions, outside agencies, and the general public; and provides highly responsible and complex staff assistance to the City Clerk.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assumes responsibility for the operations, activities, and services of assigned functions and program areas in the City Clerk’s Office.
• Participates in the development and implementation of goals, objectives, policies, and priorities; assists in the development, administration and implementation of programs; recommends and implements resulting policies and procedures.
• Identifies opportunities for improving service delivery methods and procedures; identifies resource needs; reviews with appropriate management staff; implements improvements.
• Directs, coordinates, and reviews the work plan for assigned operations, services, and activities in assigned program areas; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
• Directs, administers, coordinates, and supervises the activities and services of the City-wide records management program; directs the operations for the electronic records management system; indexes imaged information into the City’s database system; manages the off-site records storage facility; directs the on-going maintenance of City-wide records retention schedule; provides ongoing technical support and training for the records management program and related systems.
• Assists the City Clerk in assuming responsibility for the accurate recording of City Council proceedings and actions; attends meetings as required to takes notes and record City Council meetings, proceedings, and actions; prepares minutes as required.
• Assists in the administration of municipal and special elections.
• Oversees the maintenance of municipal and zoning codes.
• Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
• Participates in the development and administration of assigned budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; recommends adjustments as necessary.
• Provides responsible professional and technical staff assistance to the City Clerk; conducts a variety of studies and investigations; develops and recommends modifications to City Clerk Office programs, policies, and procedures as appropriate.
• Coordinates assigned activities with those of other divisions, departments, and outside agencies and organizations; resolves sensitive and controversial issues.
• Serves as staff on a variety of committees; prepares and presents staff reports and other necessary correspondence.
• Responds to requests for research and information from the City Council, City staff, and the public including those regarding City codes, ordinances, and established policies and procedures.
• Researches and analyzes complex legal or administrative issues; compiles data for administrative and public reports.
• Attends and participates in professional group meetings; stays abreast of new trends, innovations, and laws in the fields of records management and elections, and in the profession of City Clerk.
• Performs the duties of the City Clerk in his or her absence.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of a City Clerk’s Office including a records management program.
• Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records.
• Principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records.
• Principles and practices used in the development of records retention schedules.
• Organization and function of City government.
• Principles and practices of program development and administration.
• Principles and practices of municipal budget preparation and administration.
• Principles of supervision, training, and performance evaluation.
• Pertinent federal, state, and local laws, codes, and regulations including election laws and procedures, Political Reform Act requirements, open meeting laws and procedures, Conflict of Interest Code reporting requirements, and Public Records Act requirements.
• Meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.
• Modern office procedures, methods, and equipment including computers and supporting software applications.
• English usage, spelling, grammar, syntax, punctuation, and business math.
• Principles and practices used in the development of business correspondence.
• Principles of customer service.

Ability to:

• Participate in planning, organizing, and directing the functions and services of the City Clerk’s Office.
• Manage and administer an efficient records management program and system.
• Supervise, direct, and coordinate the work of lower level staff.
• Select, train, and evaluate staff.
• Participate in the development and administration of goals, objectives, and procedures for the City Clerk’s Office.
• Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Participate in the coordination and administration of local elections.
• Provide information and organize material in compliance with laws, regulations, and policies.
• Stay abreast of new technologies used to automate systems.
• Research, analyze, and evaluate new service delivery methods and techniques.
• Prepare and administer program budgets.                                    
• Prepare clear and concise administrative and financial reports.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Interpret and apply federal, state, and local policies, laws, and regulations.
• Perform a wide variety of administrative duties independent of direct supervision.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A Bachelor’s degree from an accredited college or university with major course work in records management, information management, public administration, business administration, or a related field.

Experience: Six years of responsible professional and technical experience that includes substantial experience in records management and two years of administrative and project management or supervisory responsibility.

OR

Education/Training: An Associate’s degree from an accredited college or university with major course work in records management, information management, public administration, business administration, or a related field.

Experience: Eight years of responsible professional and technical experience that includes substantial experience in records management and two years of administrative and project management or supervisory responsibility.

License or Certificate - Possession of an appropriate, valid driver’s license. Certified Records Manager designation is highly desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions 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 the essential job functions.

Environment: Standard office and storage facility setting. CONTINUOUS working indoors, dust from paperwork. INFREQUENTexposure to extreme heat and humidity in a un-air conditioned storage facility; temperature swings from air conditioned offices to outdoors; fumes, odors and possible explosive hazards from chemicals used in cleaning and maintaining equipment. Work schedule is an 80-hour biweekly period, with occasional overtime, night and/or weekend meetings as required. Work environment is both formal and informal, team oriented, having variable tasks, pace and pressure. Work is performed indoors in office, meeting rooms, and off-site storage facility.

Physical: Primary functions require sufficient physical ability to work in an office and storage facility setting and to operate office equipment. CONTINUOUS sitting; downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment. FREQUENT walking; reaching above and at shoulder height; side-to-side turning of neck; pinch grasp to manipulate writing utensils; moderate grasp to manipulate boxes, reference books and manuals. OCCASIONAL standing, bending and stooping; pushing/pulling; twisting at waist; upward flexion of neck; lifting objects weighing up to 10 lbs. from below waist to above shoulders and transporting distances up to one city block; moderate wrist torque to twist knobs and dials of equipment. INFREQUENT squatting, climbing, kneeling; lifting objects weighing 11-25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: May 2012
Revised by: JP

Date: April 2006
Revised by MH