CITY OF JURUPA VALLEY

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1 CITY OF JURUPA VALLEY POSITION DESCRIPTION City Clerk DEFINITION Under administrative and policy direction, plans, directs and reviews the activities of the City Clerk s Office; conducts municipal and special elections, maintains official records and documents of the City, coordinates assigned activities with other city departments and outside agencies; provides highly responsible and complex administrative support to the City Council and the City Manager; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the City Manager and policy direction from the City Council. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over supervisory, technical, and administrative support staff through subordinate levels of supervision. DISTINGUISHING CHARACTERISTICS This is a Department Director 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 is appointed by the City Manager and 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. TYPICAL DUTIES AND RESPONSIBILITIES (Illustrative Only): Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Assumes management responsibility for all services, activities and priorities of the City Clerk s office; provides leadership in planning, developing and implementing Department goals and objectives. Serves as Clerk to the City Council; attends City Council meetings; directs and supervises the recording and maintaining of minutes of City Council and other meetings; supervises and directs the publication, filing, indexing and safekeeping of all proceedings and documents of the City Council.

2 Directs and supervises the preparation, organization, printing and distribution of the agenda for City Council meetings, including preparation and publication of legal notices. Administers and maintains the City s comprehensive records management and retention program, ensuring compliance with appropriate guidelines for records retention and disposition; updates and files official municipal documents. Plans, coordinates and directs general and special municipal election activities and ensures compliance with federal, state and local laws; verifies nomination papers and receives/certifies initiative referendums and recall petitions. Ensures compliance with and acts as filing officer for Political Reform Act. Coordinates department activities with other departments and outside agencies and organizations; provides staff assistance to the City Council and City Manager; and prepares staff reports and other necessary oral and written correspondence. Supervises, trains and evaluates subordinate staff; prepares performance reviews, analyzes employee deficiencies, and implements solutions; monitors work flow; reviews and evaluates work products, methods and procedures; recommends employee selection and implements discipline. Develops and participates in the administration of the City Clerk s Department budget. Coordinates the City s response to Public Records Requests and ensures compliance with the State Public Records Act. Receives and logs claims for damage, summons, complaints, and subpoenas as appropriate. Supervises the maintenance and update of the City of Jurupa Valley s Municipal Code. Researches and analyzes complex administrative, legislative and administrative issues; prepares and presents reports. Establishes, maintains and fosters positive and effective working relationships with City staff and all those contacted in the course of work. Performs related duties as assigned. QUALIFICATIONS Knowledge of: Applicable Federal, State and municipal laws, codes, regulations and procedures related to municipal elections, open meetings, parliamentary procedure, political reform requirements, including Political Reform Act, Fair Political Practices Act, Maddy Act, Ralph M. Brown Act, California Government Code, and California Election Code. Public notice laws, provisions and procedures. 2

3 Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs. Principles and practices of records management, including records retention laws. Principles and practices of supervision, evaluation and discipline. Personal computer system including word processing, spreadsheet, presentation electronic calendar, agenda & meeting management, and file management programs. Functions, authority, responsibilities, and limitations of an elected City Council. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Record-keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to: Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas. Provide administrative and professional leadership and direction to the department and the City. Prepare and administer budgets; allocate limited resources in a cost effective manner. Plan, organize, direct, and coordinate the work of supervisory, technical, and administrative personnel; delegate authority and responsibility. Select, train, motivate, and evaluate the work of staff. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Understand, interpret, explain and apply complex federal, state and local laws, rules and ordinances including but not limited to the Public Records Act, Ralph M. Brown Act, Fair 3

4 Political Practices Commission regulations, California Government Code, and California Government Code. Provide information and organize material in compliance with laws, regulations and policies. Coordinate municipal elections within legal guidelines. Direct the retention and destruction of official records according to applicable laws and regulations. Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials. Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Establish and maintain a variety of filing, record-keeping, and tracking systems. Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities. Communicate effectively, orally and in writing with elected and appointed officials, City Manager, Directors, Commissions, attorneys, contractors, vendors and community groups; remain impartial when dealing with sensitive political issues; maintain confidential information. Analyze situations carefully, and adopt effective courses of action. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate office equipment and computer applications related to the work. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Attend night and/or weekend meetings, events or activities outside normal business hours. Travel to various sites and operate a motor vehicle safely. Education, Training and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to graduation from an accredited four-year college or university with major coursework in public 4

5 administration, business administration, or a related field is desired and five (5) years increasingly responsible and complex administrative office work experience in a City Clerk s office, including two (2) years of supervisory experience. Licenses, Certifcates, Special Requirements: Municipal Clerk Certification is desirable. Possession of a valid California Driver s License and a safe driving record at appointment is required. PHYSICAL AND MENTAL DEMANDS: The sensory demands of the job typically require speaking, hearing, touching and seeing. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Employee is frequently required to communicate with others, use a telephone and work on a personal computer. Close vision for reading and working on a visual display terminal screen and the ability to focus on small objects is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 25 pounds. While performing the duties of this job, the incumbent is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve complex problems; use math/mathematical reasoning; perform highly detailed work under changing intensive deadlines, on multiple concurrent tasks; work with constant interruptions, and interact with the Mayor, City Council members, City Manager, Assistant City Manager, department directors, managers, elected and appointed officials of other government agencies, employees, business and community leaders, the media, residents, the public, and others encountered in the course of work. WORK ENVIRONMENT: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may be required to travel to other locations and attend meetings. Employees interact with staff and/or public and private representatives in interpreting and enforcing policies and procedures, and in the conduct of the duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. TOOLS AND EQUIPMENT: Personal computer, including , word processing, spreadsheet, electronic calendar, power point and records management software programs; telephone, fax, copier, postage machine and other modern office equipment as necessary. FLSA Status: Exempt 5

6 Effective/Revision Date: September 3, 2015 This is an At Will position as defined in Section of the City of Jurupa Valley Municipal Code. Employment can be terminated with or without cause or notice at any time by either City or employee. 6

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