City Clerk Specialist

• Assists the City Clerk's Office in conducting elections, administration of state campaign and disclosure laws, and City's conflict of interest code; assists with special projects and research assignments; provides support in preparation, development, processing, maintenance, and retention of official City documents and records.
• Oversees and supports City-wide records management, including retention and destruction policies; assists in complying with government codes for a comprehensive records management program.
• Monitors and guides with tasks involved in maintaining official records and legal documents, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, and other legal documents and official records of the City Council.
• Organizes preparation, coordination of publications, posting and distribution of agendas, and legal notices for public hearings; assists with agenda follow-up of resolutions, ordinances, contracts, and agreements; ensures compliance with legal requirements in posting of agendas and minutes.
• Receives, records, and responds to public records request; assist in the publication of ordinances, and resolutions; manages execution and administration of all City contracts files and ensures insurance certificates are in compliance.
• Assists in organizing and archiving public documents ensuring City Council actions are in the correct format and include required attachments; interprets and applies relevant laws, rules, and regulations.
• Attends meetings and assists with technology for use of public participation and viewing of meetings; takes meeting minutes and prepares action of meetings.
• Prepares and assists in implementing records management policies, procedures, and techniques, including records, retention, and electronic document management.
• Provides administrative support during municipal elections, filing of Form 700s "Statement of Economic Interest," and campaign disclosure statements.
• Performs oaths of office to new employees; provides notary service for City documents when applicable.
• Assists the City Clerk with special projects and research assignments; supports daily operations of the City Clerk's Office; performs duties and responsibilities as assigned by Assistant City Clerk as assigned.
• Attends City Council meetings and transcribes minutes as requested; prepares, proofs and edits minutes and other documents.
• Organizes, administers, maintains, and monitors the filing of Campaign Disclosure Statements and Statements of Economic Interest as required by the Fair Political Practices Commission (FPPC).
• Responds to questions from the legislative body, staff and the public regarding official documents or actions of the City; explains policies and procedures related to agenda preparation, submittal, and related matters.
• Facilitates accurate and timely processing of legal documents, including claims, summons, subpoenas, agreements/contracts, deeds, resolutions, and ordinances.
• Directs, prepares and coordinates the publication, posting and distribution of legal notices for public meetings and hearings; ensures compliance with legal requirements for open meetings of City-wide Boards, Commissions and Committees.
• Receives and responds to inquiries from the public and City staff regarding official records, City Council actions, and interpretation of related laws, policies and procedures; directs maintenance and operation of the document imaging system; assists public with the research and retrieval of records, such as agendas, staff reports, ordinances, resolutions, minutes, deeds, and other information.
• Interacts and communicates with a variety of individuals and groups, including supervisors, employees, customers, other departments, elected officials, and the general public.
• Remains current on legal trends affecting the City Clerk's Office, including state, federal and local regulations regarding elections, Political Reform Act, FPPC regulations, the Ralph M. Brown Act, the Maddy Act, Public Records Act, and other related legislation.
• Consults and advises on Freedom of Information Act/California Public Records Act Requests.
• Prepares responses for proposals; provides proposal recommendations; assists City Clerk in administering awarded contracts.

• Procedures of the City Clerk's Office.
• Principles and practices of a municipality.
• Records management and retention.
• Parliamentary procedures.
• Ralph M Brown Act, Political Reform Act, Fair Political Practices Commission, Maddy Act.
• English grammar, punctuation, and spelling.
• Basic office concepts and equipment.
• Procedures and requirements for developing, maintaining, and archiving municipal records, imaging technology.
• Personal computer systems, word processing, spreadsheet, and database systems.

• Communicate clearly and concisely, orally and in writing.
• Administer state campaign and disclosure laws and City's conflict of interest code.
• Maintain complex records, summarize written material, and interpret a wide variety of documents, including contracts and ordinances.
• Provide information and organize material in conformance with policies and regulations.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.
• Enter data accurately.
• Take dictation, transcribe, and compose clear, concise, and accurate minutes, correspondence, reports, and documents.
• Independently compose correspondence and reports.

• Education : Associates in Public or Business Administration or a related field.
• Experience : Three (3) years of increasingly responsible experience in a City Clerk's Office or providing support to a City Clerk, Board, Commission or other city administration body.

• Work is performed in an office environment.
• Sitting for prolonged periods of time using a computer keyboard and screen.
• Standing, walking, twisting, reaching, bending, crouching, and kneeling.
• Grasping, pushing, pulling, dragging, and lifting boxes and files weighing up to 20 pounds.
• Possible exposure to adverse environmental conditions when attending regional city meetings.
• Mobility, vision, hearing, and dexterity levels appropriate to the duties to be performed.

• Possess a valid California class "C" driver license.
• Possess a California Notary Public Commission, or obtain within the probationary period.

• Yes
• No

• Yes
• No

• Yes
• No

• Cerritos, California

Compétences linguistiques

• English