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Chief Deputy City Clerk

Company: City of Tulare
Location: Tulare
Posted on: January 8, 2022

Job Description:

Position Description RECRUITMENT OVERVIEW Thank you for your interest in our Chief Deputy City Clerk position. We look forward to the opportunity to consider you as an applicant. The City of Tulare is a vibrant and steadily growing community with a population of 67,834 located in the heart of California's Central Valley. The City provides a full-range of service to our citizens. The organization, staffed with 368 full-time employees, enjoys a culture of fiscal conservatism, collaboration, teamwork and dedication to public service and our community. To be considered for this career opportunity applicants must submit an application with detailed information in each section of the application: Education, Work Experience, Certificates and Licenses, and Skills. In addition to submitting a detailed application, applicants are required to respond to the supplemental questions associated with the application. Responses to the supplemental questions will be used to help us evaluate your qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application or in lieu of detailed responses to the supplemental questions. If you meet the minimum qualifications for the position and are selected to advance to the interview phase, interviews will be conducted: FEBRUARY 22-25, 2022. The dates associated with the recruitment process are outlined in this job posting. For planning/scheduling purposes, please make note of the dates. Additional details regarding the interview phase will be sent via email to qualified applicants after the recruitment closes and our screening process is completed. THE DEPARTMENT, POSITION AND THE IDEAL CANDIDATE The City Clerk's Office is committed to providing quality service and connecting the public with the legislative process. The City Clerk's Office is staffed with a Chief Deputy City Clerk and the Deputy City Clerk/Records Coordinator who perform the essential duties and functions assigned to the Office of the City Clerk. The Chief Deputy City Clerk is part of the City Management Team, with the expectation to provide outstanding support to the City Manager, Deputy City Manager, and the City Council in an efficient, professional and friendly manner. The Chief Deputy City Clerk also serves the citizens of Tulare as an accessible and responsive representative of transparent and open government. The retiring Chief Deputy City Clerk has served the City for fifteen years. During her tenure, she received the designation of Certified Municipal Clerk recognizing her proficiency and demonstrated mastery of administrative skills critical to good government. The new Chief Deputy City Clerk will maintain an active, well-organized and service-oriented function. The successful candidate must be well versed with regulatory and statutory election requirements and be very knowledgeable with the Brown Act and the various aspects of the Public Records Act in handling a multitude of questions and request from policy makers and the community. Maintaining a fair and impartial demeanor in a political environment is a critical attribute. Additionally, they will need to be highly adaptable, flexible and politically astute in dealing with the expectations of city government today. The Chief Deputy City Clerk will provide supervision and oversight to, and participate in, all City Clerk functions and activities, including the conduct of elections, the custody and access of public records, Council actions, the legal notification of various Council, commission, and committee meetings, and the preparation of agenda materials and minutes for City Council meetings; provide varied, complex, and technical office administrative and secretarial support to the City Manager, Deputy City Manager and City Council; provide assistance to City management staff in areas of expertise; and perform related work as required. The ideal candidate for this position will be committed to the City and passionate in providing exceptional service to the constituent community. Strong self-organization, planning and implementation, and problem solving are critical skills, as well as the ability to reprioritize projects based on time demands. Excellent written, verbal and listening skills are also required. An operational style that incorporates high levels of teamwork and collaboration is expected. The City Manager will appoint the Chief Deputy City Clerk. The candidate selected will have extensive experience in progressively responsible management, supervisory, administrative, and analytical experience. They will also possess a Bachelor's degree in business or public administration, or a related field, or certification as a Municipal City Clerk, and four (4) years of increasingly responsible experience involving taking and transcribing minutes of meetings, maintaining complex files, and explaining policies, procedures, and regulations to staff or the public in City Clerk operations or as a legislative aide or assistant to an elected or appointed board. Experience with municipality or other public agency is highly desirable, and the possession of, or ability to obtain, within six months of hire, certification as Notary Public, is required. POSITION OVERVIEW Under general direction, provides supervision and oversight to, and participates in, all City Clerk functions and activities, including the conduct of elections, the custody and access of public records, Council actions, the legal notification of various Council, commission, and committee meetings, and the preparation of agenda materials and minutes for City Council meetings; provides varied, complex, and technical office administrative and secretarial support to the City Manager, Deputy City Manager and City Council; provides assistance to City management staff in areas of expertise; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general direction by the City Manager and Deputy City Manager. Exercises general supervision over assigned technical and administrative staff. CLASS CHARACTERISTICS The single-position classification that supervises and coordinates all activities of the City Clerk's Office, including serving as the City's official record custodian and coordinating election activities. Incumbents perform a variety of highly complex office administrative, project coordination, and management support work for the City Manager, Deputy City Manager and City Council. The work requires extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities, and the ability to conduct independent projects. Responsibilities include coordinating the activities of the department with those of other elected and appointed officials that relate to the City Clerk function. The incumbent is accountable for accomplishing goals and objectives for the office and for furthering City goals and objectives within general policy guidelines. Examples of Essential Functions EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)Management reserves the rights 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. * Assists in the development and implementation of goals, objectives, policies, procedures, and work standards for the office; assists with preparation and administration of the budget for the office. * Providesvaried, confidential, and responsibleoffice support to the City Manager, Deputy City Manager and various city management and administrative personnel, as needed; oversees and ensures that the office administrative functions of the City Manager's office and the City Council are effectively carried out. * Plans, organizes, administers, reviews and evaluates the work of staff. * Provides for the training and work evaluation of department staff; provides policy and procedural guidance and interpretation to staff. * Contributes to the overall quality of the office's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs. * Serves as the official record keeper of the City, providing for the preparation, indexing and retention of meeting notifications, agendas, minutes, ordinances, resolutions, contracts, codes, deeds, easements, bonds, and related documents. * Responds to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person's right to inspect any public record of the City is upheld. * Provides assistance to the public by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act; * Attends Council and related meetings; provides for and/or records and transcribes minutes of the proceedings; acts as secretary for the Board of Public Utilities. * Takesminutes of official meetings including City Council meetings; transcribes and prepares minutes; prepares minute orders, resolutions, and ordinances in draft or final form; coordinates the review and approval of official actions with the City Council, the City Manager, Deputy City Manager, citizens, community groups, and others. * Coordinates the preparation of the City Council agenda; identifies agenda items and ensures that all items are prepared and distributed to the appropriate parties in a timely manner; prepares and coordinates the distribution of administrative and public reports, bulletins, questionnaires, notices for public hearings, and other documents; prepares deeds for recordation. * Processes agenda follow-up from City Council meetings, such as ordinances, resolutions, agreements, notices of completion and claim rejection notices. * Follows-up on City Council actions, as required; attests, publishes and posts ordinances and resolutions, executes legal contracts, oversees the recording of documents, and prepares follow-up correspondence. * Serves as Election Officer for City Council elections; assists in planning and conducting periodic municipal elections, administration of state campaign, and disclosure laws; prepares necessary correspondence and resolutions for Council approval related to the election process; monitors potential candidates. * Oversees and coordinates the Fair Political Practice Commission correspondence and website; ensures the tracking of completed forms, proper filing, adherence to timelines, and provides notifications for campaigns, regulatory forms, and filings as needed. * Monitors and maintains information with regard to various Boards, Commissions, and Committees, including tracking terms, expirations, appointments, reappointments, applications, and interview processes. * Maintains the City's Municipal Code by tracking ordinances and providing for their publication and distribution; administers in-house up-dates of the Municipal Code. * Administers the City's records management program, including preparing of such records for off-site storage. * Participates in records management and laser fiche operations; reviews records management procedures; processing destruction requests, scheduling shredding, and scheduling imaging of records. * Certifies and notarizes documents for City business and the general public. * Provides attestations with regard to the signature of the Mayor, Board President, and/or City Manager. * Monitors bid process for projects and materials; assigns bid dates; officiates bid openings; retains or releases bid bonds; provides copies of bids to appropriate departments. * Prioritizes and allocates available resources; reviews and evaluates program and service delivery, makes recommendations for improvement and ensures maximum effective service provision. * Assists staff and the public with questions regarding official documents or actions of the City; explains policies and procedures related to agenda preparation or submittals, document storage, and other matters. * May provide back-up support to Human Resources by answering questions regarding recruitments, liability, and other various human resources programs. * Plans and oversees the clerical and administrative support work of the City Manger's office; performs the most complex and technical duties and ensures the completion of administrative operations for assigned staff and City officials. * Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, preparing timesheets, tracking time-off requests for payroll, and serving on various task forces and committees. * Maintains the City Manager's calendar and coordinates the schedule of the City Manager and associated management staff with those of members of Boards and Commissions, other City management staff, representatives of other organizations, and the public; may make travel arrangements as required. * Receives and screens visitors and telephone calls; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances. * Prepares and directs the preparation of a variety of correspondence, agendas, reports, procedures, ordinances and other written materials. * Monitors changes in laws, regulations and technology that may affect office operations; implements policy and procedural changes as required. * Performs other duties as assigned. Qualifications / Requirements QUALIFICATIONS Knowledge of: * Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function. * Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. * Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. * Standard office administrative and secretarial practices and procedures, including the use of standard office equipment. * Computer applications related to the work * Applicable policies, procedures, laws, and regulations pertaining to assigned programs, including the Brown Act and Freedom of Information Act. * A variety of public documents including contracts and ordinances. * Business letter writing and the standard format for reports and correspondence. * Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations and with property owners, developers, contractors, and the public. * Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone. * Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone. Ability to: * Meet all legal requirements of the function in a timely and effective manner. * Coordinate municipal elections within legal guidelines. * Oversee and coordinate maintenance of the official records of the City. * Prepare official minutes, resolutions, and ordinances. * Interpret, apply, and explain complex laws, codes, regulations, and ordinances. * Schedule, assign, supervise, review, and evaluate the work of staff. * Train and motivate staff. * Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the office. * Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion. * Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions. * Interpret and implement policies, procedures, technical processes, and computer applications related to the department to which assigned. * Analyze and resolve office administrative and procedural concerns. * Perform research and prepare reports and recommendations. * Compose correspondence and reports independently or from brief instructions. * Operate modern office equipment including computer equipment and software programs. * Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. * Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction. * Provide exceptional customer service to coworkers, internal customers, and the public. * 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 and maintain effective working relationships with employees and those contacted in the course of the work. REQUIREMENTS Education and Experience:Any combination of training and experience which 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/business administration or a related field, or certification as a Municipal City Clerk, and four (4) years of increasingly responsible experience involving taking and transcribing minutes of meetings, maintaining complex files, and explaining policies, procedures, and regulations to staff or the public in City Clerk operations or as a legislative aide or assistant to an elected or appointed board. Experience with municipality or other public agency is highly desirable. Licenses and Certifications: * Possession of, or ability to obtain, a valid Class CCalifornia's driver's license. * Possession of, or ability to obtain, certification as Notary Public. Additional Information PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard 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. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds and heavier weights with the use of proper equipment. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Keywords: City of Tulare, Tulare , Chief Deputy City Clerk, Other , Tulare, California

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