City Clerk

Management
Full-time
City of Whittier
7/07/2017
Until Filled
ymartinez@cityofwhittier.org
(562) 567-9830
(562) 567-2873

 

 

THE COMMUNITY 

Whittier is a progressive City with a population of over 87,708 residents and located 12 miles southeast of Los Angeles.  The City is known for its high quality of management and its sound fiscal practices.  The residents benefit from a variety City services, Whittier College, Rio Hondo College, quality businesses and shopping centers, and quality residential neighborhoods.

 

THE POSITION

The City of Whittier is recruiting to fill the position of City Clerk, who is a key member of the City’s Executive Management Team.  The City Clerk reports directly to the City Manager and works closely with the City Council and other City staff.  The City is seeking a seasoned professional with extensive experience as a municipal clerk and the ability to manage the City’s election and information technology needs.

  

DEFINITION AND ESSENTIAL DUTIES

 Under administrative direction, plans, manages, oversees, and directs the operations and services of the City Clerk Department, which includes the statutory responsibility of city clerk, municipal elections, records management, and computer network and telecommunications services; implements policies and procedures related to program areas within the City; coordinates activities with other City officials, departments, outside agencies, organizations, and the public; provides responsible and complex staff support to the City Council and City Manager and other City personnel; performs other related duties as required.

 

Essential Duties:  (Duties may include, but are not limited to the following)

Accepts administrative responsibility for all of the City Clerk Department related activities and services, including fulfilling the statutory responsibilities of city clerk, municipal elections, records management and computer network and telecommunications services; coordinates activities with other City officials, departments, outside agencies, organizations, and the public.

 

Develops, implements, and maintains City Clerk Department goals, objectives, priorities, policies, procedures, and work plan; works directly with City personnel in the development and interpretation of City and department policies; confers legal advisors and City officials regarding department management; reviews and evaluates work methods and procedures for improving organizational performance, enhancing services, and meeting goals; identifies and resolves problems and/or issues; ensures that goals are achieved.

 

Prepares, manages, and coordinates the development of the City Clerk Department’s budget; prepares forecasts of necessary requirements for staffing, materials, and supplies; presents, and justifies programs, operations, and activities; monitors expenditures; discusses budget issues with appropriate staff and implements adjustments as necessary.

 

Oversees the selection, training, and evaluation programs for department personnel; provides or coordinates in-service training; identifies and resolves City Clerk staff deficiencies; fulfills discipline procedures; reviews the work of department personnel to ensure compliance with all applicable laws, codes, and regulations.

 

Reviews and evaluates service delivery methods and systems, including administrative and support systems and internal relationships; identifies opportunities for improvement and implements changes to standard operating procedures to enhance services.

 

Keeps accurate records of the proceedings of the City Council; ensures compliance with open meeting laws and posting requirements; collects and prepares City Council agenda packets, meeting minutes, and calendars; follows up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances, and vital records; updates the Municipal Code to reflect actions of the Council.

 

Records and maintains minutes, ordinances and resolutions; publishes legal notices, hearings, ordinances, and street vacations; receives and opens bids; receives and accepts processes subpoenas, and liability claims.

 

Directs the conduct of municipal elections; prepares, issues, and accepts absentee ballots; prepares appropriate resolutions and ordinances in conjunction with requirements for and results of the election; schedules and prepares necessary documentation for Council to certify elections; posts election results; provides liaison to the County Registrar/Recorder office; ensures compliance with the Political Reform Act.

 

Administers oaths or affirmations; certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents.

 

Coordinates, manages, and oversees special bid processes for all City contracts and monitors City bids.

 

Provides assistance to the City Manager, City Council, and all City Staff; serves as a technical resource; coordinates pertinent information, resources, and work teams necessary to support a positive and productive environment; drafts proposed resolutions and ordinances; prepares correspondence, reports, and makes recommendations to the City Manager.

 

Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as is appropriate and resolves public service complaints.

 

Attends and participates in professional and community meetings; stays current on issues relative to the field of city clerk and information services; responds to and resolves sensitive and complex community and organizational inquiries, issues, and complaints; establishes and maintains a customer service orientation within the department.

 

Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.

 

Other Duties:

Functions as a member of the City’s executive management team and participates actively in addressing issues of concern to the City, which at times may not have a direct impact on area of specialization.

 

Directs the operation of City centralized mail distribution activities and repographics services.

 

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

 

Performs other related duties as required.  

 

Physical, Mental and Environmental Working Conditions:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bonding, squatting, and stooping in the performance of daily activities.  The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard.  Additionally, the position requires near and far vision in reading correspondence and statistical data and using a computer.  Acute hearing is required when providing phone and personal service, and speech sufficient to communicate in group settings without the aid of a microphone.  The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.   

 

QUALIFICATIONS 

Knowledge of:

Modern principles, practices, and techniques of municipal records management and elections; principles and practices of budget administration; methods and techniques of supervision, training and motivation; applicable Federal, State and local laws, codes, and regulations, including the Brown Act, California Elections Code, Political Reform Act, and the California Public Records Act; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office practices, procedures, and equipment, including a computer and applicable software; methods and techniques for records management and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

 

Ability to:

Plan, organize, direct, and perform the duties of the City Clerk Department; develop and administer sound departmental goals, objectives, policies, and methods for evaluating achievement and performance levels; execute the statutory responsibilities of a city clerk; plan, organize, train, evaluate, and direct work of assigned staff; interpret, explain and apply applicable laws, codes and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; work independently and as part of a team; meet the public in situations requiring diplomacy and tact; dealing constructively with conflict and developing effective resolutions; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

 

Skill to:

Operate an office computer and a variety of word processing, spreadsheet, and other software applications; operate a variety of records management systems.

 

Education and/or Experience: 

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a City Clerk.  A typical way of obtaining the required qualifications is to possess the equivalent of five years of increasingly responsible administrative management experience in city clerk administration, including at least two years at a management level, and a bachelor’s degree in economics, business, public administration, or closely related field.

 

License/Certificate: 

Possession of, or the ability to obtain, a valid Class C California driver’s license.  Possession of, or the ability to obtain, certification as a California Certified Municipal Clerk.

 

 

COMPENSATION AND BENEFITS 

Salary Range:  $8,690 - $10,833 per month. 

Retirement:  Classic Members will be enrolled in the City’s 2.5% @ 55 retirement formula.  New members will be enrolled in the 2% @ 62 retirement formula.  Employee pays 4% of the employer portion  (No deduction or participation in Social Security). 

Health: The City currently contributes up to $1,845.12 per month for full family coverage. Executive Managers also contribute 4.6% of their salary towards healthcare costs.

Holidays:  Whittier observes 11 fixed holidays (88 hours) plus 17 hours of floating holiday. 

Executive Leave:  60 hours per fiscal year 

Sick Leave:  Accrual is 96 hours per year 

Vacation:  80 hours accrual per year after one year, increasing to 176 hours per year after 19 years of service.

 

APPLICATION AND SELECTION PROCESS

 

Applicants should apply online at http://agency.governmentjobs.com/whittier. Applications should include the completed supplemental application, a resume, salary history and three professional references.  This is a continuous recruitment with a first review date of Monday, July 7, 2017.  For further information, contact the City Controller’s Human Resources Division at (562) 567-9830.

 

The most qualified candidates meeting the needs of the City will be invited to interviews.  Candidates will be required, as a prerequisite to employment, to successfully pass a physical exam, including a drug screen, background and reference checks, the cost of which will be paid by the City.

 

 

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

 The City of Whittier is an Equal Opportunity Employer