CTY OF GLENDALE NTERDEPARTMENTAL COMMUNCATON DATE: September 14,2011 TO: FROM: BY: Members of the Civil Service Commission Matt Doyle, Director of Human Resources Alex Souto, Human Resources Associate SUBJECT: Revised Class Specification for Approval - BACKGROUND Attached for your approval is the revised class specification for the Assistant City Clerk Series. This class specification was last revised and approved in 1992. The classifications in this series perform office management and supervision functions under the direction of the City Clerk. Additionally, they ensure that the City is compliant with all applicable laws pertaining to municipal elections and the retention of public records. Currently, only the Assistant City Clerk position is filled, and it is expected that only one of these classifications will be utilized at any given time in the future. The revisions to this class specification are significant. n addition to standard language enhancements to the essential functions and required skill sets, bilingual ability, completion of an AB 1234 compliant ethics training course, and possession of a Notary Public license have been included as desirable qualifications for both positions. At the Assistant City Clerk level, the experience requirement has been increased by one year and certification as a Municipal Clerk or Master Municipal Clerk by the nternational nstitute of Municipal Clerks (MC) has been identified as a desirable qualification. Lastly, possession of a Bachelor's Degree has been added as a core requirement. The Glendale Management Association (GMA) has been given an opportunity to review the class specification and has not expressed any concerns. RECOMMENDATON That the proposed revisions to the class specification for the Assistant City Clerk Series be approved as submitted.
ASSSTANT CTY CLERK SERES Deputy City Clerk Assistant City Clerk DEFNTON Classifications in this occupational series,perform ~ wld_~_ r~flg~ 9f Q1fif~!l}a_n~g!'rpi!Dt ~r:!c! complex clerical duties. ESSENTAL FUNCTONS All classifications may perform the following essential functions: Plans. organizes. directs. and participates in all aspects of work involved in the maintenance of official City records. including ordinances. resolutions. agendas. and minutes. Assigns, reviews and evaluates the job performance of support staff in the City Clerk's Office. Recommends appropriate personnel actions. Schedules and delegates clerical work. Assists in the selection of support staff and designs and implements staff training. Reviews and revises office procedures, forms and systems.,_ -- - -lld"'e"'.e"te:::d:c''::p'ccov:c'''"e -' Acts as City Clerk in his/her absence, including ahendance at Council meetings. Acts as Secretary to the Glendale Redevelopment Agency and to the Glendale Housing Authority in the absence of th',-city_ Clerk,... -{ De'eted, Secrel,,>, Ensures public meeting and hearing notices are properly prepared. posted, and distributed. Prepares or assists in the preparation of City Council agendas and meeting minutes. Supervises the distribution of City Council agendas and packets. Responds to inguiries on Council actions or agenda items. Attends Council meetings as assigned. Supervises the processing of City Council material following Council action, including distribution, recording, and certification. Performs Records Management functions, including maintenance of the Municipal Code, code index, and City Charter. Ensures compliance with all applicable laws and regulations pertaining to the retention of public records. Develops and supervises new systems for records retention and retrieval. Supervises preparation of notices calling for bids, public notices related to zoning, and variance permits. Keeps records of date of opening of formal bids, hearings on applications, and appeals to come before the Council. Supervises processing of legal advertising for the City. Provides information to the public in person and over the phone regarding City records, ordinances, resolutions and motions. Certifies the authenticity of municipal documents utilizing official seals. Page 1 of4
Assists the City Clerk in the administration of municipal elections. Arranges for polling places and recruits absentee board and precinct workers. Administers the filing of Campaign Disclosure Statements and Conflict of nterest forms. nteracls extensively with City officials and members of the public. Assists in the preparation of the City Clerk,Qepartment budgetas assigned, - -{ Deleted: Division Ensures Department services are provided with the highest customer service and ethical standards. Drives on City business. Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner. Performs other related duties as assigned or as the situation requires. MNMUM REQUREMENTS Knowledge, Skills & Abilities Knowledge of and skill in: Good customer service practices. Knowledge of: Prjnciples of res:9[d_s }D~'!<!Re_n~H_nt and a~chivjqg... _.. Pertinent federal, state, and local laws, codes, and regulations, including the Public Records Act. the Brown Act. the Fair Political Practices Act. the California Elections Code, the Glendale City Charter, and the City of Glendale Municipal Code. California Assembly Act 1234 (Ethics Training for Local Officials). Computerized records storage and retrieval methods. Principles of supervision and staff development. Municipal budget preparation. Deleted: Computersystems.n Keyboard functions. Ability to: Accurately interpret and apply pertinent laws and regulations. Enforce municipal election laws and procedures. Recommend and implement enhancements to Departmental policies and procedures. Communicate effectively in English. Effectively deal with all levels of employees and the public. Effectively supervise subordinates. Establish and maintain smooth and effectively working relations. Foster a teamwork environment. Effectively utilize a variety of Microsoft Office software and records management software. Lead, coach, instruct and motivate employees. Organize, assign and schedule workload among employees. Provide good public relations. Read, write and comprehend directions in English. Review and evaluate employees' job performance. Secure a Notary Public License by the end of the probationary period. Page 20f4
Model and practice the highest standards of ethical conduct. Bilingual ability in languages commonly spoken in the community, such as Armenian. Korean. or Spanish. is highly desirable. Other Characteristics Willingness to: Work overtime as requested. Assume responsibility for maintaining a safe working environment. nitiate, recommend and carry out personnel actions. Experience Varies with classification EducationiTraining h Bachelor's degree in Public Administration, Business Administration, or a related field is. required. Completion of an AB 1234 compliant Ethics Training course is highly desirable. Licensefs) Certificationfs) Valid California Class C driver's license. Possession of a Notary Public license is highly desirable. Deleted: Graduation from high school or GED or CHSPE certifcate, and college-level business and commercialcourses.~ Note An equivalent combination of experience, education andlor training may substitute for the listed minimum requirements. DEPUTY CTY CLERK Distinguishing Characteristics: Under the supervision of the City Clerk, this mid management classification assists in directing the activities of the City Clerk's office by making decisions involving office management. Additional Minimum Requirements: Experience Three years experience in a municipal City Clerk's office or closely related setting involving extensive public contact. Prior supervisory or -'ead YV9rk~r expe~!ence is highly desirable..- ASSSTANT CTY CLERK Deleted: modem offce techniques and management, including principles of records management systems and automated data processing systems. Distinguishing Characteristics: Under the general supervision of the City Clerk, this upper-management classification exercises significant independent judgment in directing the activities of the City Clerk's Office. Additional Minimum Requirements:,{?D::;e:;;le:;;t;;;;ed:;;:~Th;;;r;;;;ee~~~~~~~ Experience / Deleted: modem office techniques fiy~ y~ r _e_xp ~~,!c_ejd.?:.mynicip ll. City Clerk'~ of~ce or closely related setting involving / // / / and management, ncluding principles extensive public contact and records management functiona...inclydir)9 o.~~.y~9r auhe level of --< / ~~~=~~~ ~:~aa~~=~!~~dsystems, Deputy City Clerk or eguivalent. Deleted: experience as a Page 3 of 4
License(s) Certification(s) Certification as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) by he nternalional nstilute of Municipal Clerks is highly desirable. FLSA DESGNATON Depuly City Clerk - Exempt Assislanl City Clerk - Exempt Revised Class Specification Previously Approved 5/89, 9/91, 3/92 Approved by Commission 09/14/2011 Revised by: AS Job Family:.._- Page 4 of4
Electorate ---------------r-------------- City Clerk Secretary to the City Clerk (1 ) Assistant City Clerk (1 ) 1.';- _.. Office Operations License'SerVices Senior Office License Services Specialist nvestigator (1 ) (2) Senior Office Specialist (1 ) Office Services Specialist (3) Hourly City Worker (2).;". City Clerk's Office: 2011