Assistant City Clerk (At-Will) (Open-Competitive)

Job Description:

Assistant City Clerk (At-Will) (Open-Competitive)

Description

Description

This recruitment requires that a cover letter addressing your professional municipal city clerk experience and resume be uploaded with the application to be considered complete. This recruitment is open on a continuous basis with first review of applications on Thursday, January 23, 2025 at 5:00 p.m. Applications received after January 23, 2025, may not be considered . Applicants are encouraged to apply immediately as this recruitment may close at any time.

DEFINITION: Under the direction of the City Clerk, oversees the daily operations of the City Clerk's office; assists the City Clerk in meeting the City's legal requirements for the development, maintenance and disposition of official City records and documents; and coordinates municipal election processes.

DISTINGUISHING CHARACTERISTICS: The Assistant City Clerk is a single incumbent management classification within the City Clerk’s Office, requiring advanced journey level administrative knowledge and experience to perform the full range of essential functions. This position regularly requires considerable exercise of independent judgment and initiative. May act in the absence of the City Clerk.

SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from the City Clerk. Provides supervision and functional direction to administrative, technical and support staff.

Essential Job Functions

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities:

• Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:
• Plans and coordinates activities and services within the City Clerk's office; recommends and participates in development of departmental goals, objectives, and policies .
• Assists the City Clerk in managing the City's compliance responsibilities for appropriate establishment, maintenance and disposition of official City records of action of governing bodies, municipal ordinances, resolutions, code and other official government documents; prepares agendas, minutes and follow-up documentation; prepares, distributes and posts public notices, bulletins and contracts; ensures proper/legal posting and document preparation requirements are met; maintains custody of the City seal, ensuring authentication of only approved documents.
• Attends City Council meetings and study sessions as required .
• As needed, serves as the City Clerk in their absence.
• Assists with the review of agreements, contracts, purchase orders and special projects for compliance with insurance and business licensing requirements; coordinates bid processes for City projects; disseminates, receives and opens bids according to federal, state and municipal law; oversees the processing of all claims and subpoenas filed against the City.
• Prepares various technical reports, correspondence, and statements according to federal and state rules, regulations and laws, and City policies and procedures; assists the City Clerk in preparing and monitoring the annual budget.
• Plans and coordinates general and special municipal elections including administering Federal, State and local procedures, assisting candidates in meeting their legal responsibilities, training election staff, serves as liaison with County registrar/recorder, provides services to candidates, prepares sample ballots, assists City Clerk in developing candidate handbooks, and other election materials; serves as the City Filing Officer for local campaigns and maintains Fair Political Practices Commission filings.
• Responds to requests for research and analysis on a variety of issues regarding City policies, procedures, ordinances, etc.; provides information and assistance to the public; processes deeds, bid awards and other City documents, oversees the maintenance and update of the City's Municipal Code .
• Develops, implements and maintains City Clerk's office document imaging program; provides professional advice and expertise on records management, document imaging and archiving and retention as well as requirements for legal compliance to City staff; develops and administers a City-wide records management program and annual destruction of records .
• Coordinates activities in the City Clerk's Office with activities of other programs, departments or staff to ensure program delivery according to appropriate policies, procedures and specifications .
• May perform Notary Public acts for the public and for official City business.
• Participates in outside community professional groups, and committees .
• Resolves discrepancies or procedural problems and responds to program administration and/or program delivery questions ensuring necessary follow-up occurs; controls program records for operational and budget accountability; confers with and advises staff and program participants by providing advice, problem solving assistance, answers to questions and interpretation of program goals and policy .
• Recruits, hires, supervises, schedules, assigns, monitors and evaluates staff; provides for and/or conducts staff development; establishes work methods and standards; initiates corrective and/or disciplinary action and responds to grievances and complaints according to established personnel policies and procedures and in consultation with Human Resources .
• Regularly and predictably attends work.
• Performs related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• L ocal, State, and federal laws related to legislative procedures including the Ralph M. Brown Act, Maddy Act, Public Records Act, and the Political Reform Act.
• Relevant organization and procedures of City government and municipal organization.
• L aws, regulations, systems and procedures associated with the development, maintenance and disposition of public records.
• Principles, practices, and procedures of records management including optical imaging storage and retrieval systems .
• Basic principles of planning and administering municipal elections.
• English grammar, punctuation, and spelling and effective use of vocabulary.
• Modern Office methods, procedures, software and equipment.
• P rinciples and practices of effective supervision.
• Project management principles and practices.

Skill in:

• Performing varied office and administrative functions in the legal development, maintenance and disposition of public records .
• S ynthesizing information into summary form and detailing follow-up requirements.
• A pplication of advanced methods of document storage and retrieval.
• Supervising, motivating and evaluating staff.
• Organizing work, coordinating projects, activities and programs.
• Completing multiple projects within specified deadlines.
• Assessing objectives and operational requirements to develop and implement appropriate operational policies and procedures.
• Working independently, exercising good judgment and making sound recommendations.
• U sing personal computers and office related software.
• Conducting research and analysis and preparing clear, concise and comprehensive reports.
• Understanding and applying complex regulations, procedures and guidelines.
• Communicating clearly and concisely, both orally and in writing.
• Following directions from a supervisor.
• Appearing for work on time.
• Following direction from a supervisor.
• Understanding and following posted work rules and procedures.
• Accepting constructive criticism.
• Working under pressure, handling significant problems and tasks that arise simultaneously and/or unexpectedly.
• Establishing and maintaining effective working relationships with staff, other City employees and the public.

Other:

Required to work evenings and extended hours on a regular basis.

Qualifications

A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Five (5) years increasingly responsible administrative experience, preferably in a City Clerk’s Office, involving a high public contact including two (2) years of management and supervisory experience.

Elections experience is highly desirable.

Education: Equivalent to a Bachelor’s degree (minimum 120 units) from an accredited college or university in Business Administration, Records Management, Public Administration or a related field.

OR

Experience: Seven (7) years increasingly responsible administrative experience, preferably in a City Clerk’s Office, involving a high public contact including two (2) years of management and supervisory experience.

Elections experience is highly desirable.

Education: Associate degree from an accredited college or university in Business Administration, Records Management, Public Administration or a related field.

License/Certificates: Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required.

Possession of a certification from the International Institute of Municipal Clerks as Certified Municipal Clerk (CMC) is required upon hire.

Certification as a Master Municipal Clerk (MMC) within twenty-four months (24) and commission as a Notary Public in the State of California within six (6) months of appointment is required. Designation as a Certified Records Manager (CRM) is highly desirable.

Supplemental Information

Disaster Service Worker: In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

MANAGEMENT/ CONFIDENTIALEMPLOYEES (M&C)
Benefit Summary

PERS Retirement :

Miscellaneous employees - Tier I-2% @ 55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members.Tier I and II members pay 7% of PERS member share and 1% shall be employee-paid cost-sharing of the City's contribution under Gov. Code section 20516(a).Single highest year is coordinated with Social Security and Medicare. PERS 2%@62 for new employees/members hired on or after 1/1/13.Three year average coordinated with Social Security and Medicare.Members pay 50% of normal cost (6.75%).

Safety employees (Battalion Chiefs) - 3% @ 55 for current employees and individuals hired by the City who are already PERS members.Single highest year. Employees pay a total of 12% towards retirement. 2.7%@5 7 for new employees/members hired on or after 1/1/13.Three year average final compensation.Members pay 50% of normal cost .

Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2024 Social Security income cap is $168,600.

Medical -Monthly medical contribution of $1,750 ($932 for medical and $818 for flex dollars). Flex dollars may be used toward a medical premium and/or deferred compensation plan. Employees are responsible for paying any out-of-pocket balance of the medical plan premium through a pre-tax payroll deduction.

Deferred Compensation: Voluntary participation in Mission Sqaure 457 plan.

Dental & Vision :MetLife Dental and VSP vision benefits are provided.

Flex Plan :Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.

Employee Assistance Program : Employees are eligible for the basic level of service.

Life Insurance :$50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates.

Long-Term Disability: In addition to basic LTD plan (662/3 % of first $9,750 after 60-day waiting period), City provides Executive LTD which pays 75% of first $12,000 of employee's salary less the amount of any other income, up to a total of $2,500.Applies to non job-related occurrences.90 day waiting period.

Holidays :11 fixed paid holidays plus one day of personal leave/floating holiday per year.Battalion Chiefs paid 156 hours.

Vacation Leave :96 hours (1-5 years); 120 hours (6 - 10 years); 144 hours (11 - 14 years): 200 hours after 14 years.Leave can be used after 6 months of service.Annual cash conversion option. Upon reaching "E" step, employees accrue vacation based on total years of public sector service.

Sick Leave :8 hours per month.

Administrative Leave: Mid-Management and Confidential positions shall recieveup to 56 hours per calendar yearupon reccommendation of the Department Director and approval of the City Manager.

Bereavement Leave: Three (3) working days (or 40 hours where travel is 500 miles or more) for qualifying incident.

Tuition Reimbursement :Up to $2,000/year for work-related college courses.

Cell Phone Stipend: City cell phone provided depending on position.

Educational Incentive Pay :Battalion Chief $1170.19/mo for Bachelor's, $1755.28 for Master's.

Certification Pay :$585.09 Chief Officer Cert Pay for Battalion Chiefs.

Other : Uniform Allowance ($40/mo) for Battalion Chiefs; Voluntary participation in Credit Union; Payroll Direct Deposit; Long-Term Care (premiums paid by employee).

1/14; 12/15; 8/19; 8/22; 24

Closing Date/Time: Continuous

Salary:

$10,070.98 - $12,810.29 Monthly