City Clerk/Records Administrator

Management
Full-time
City of Larkspur
2/23/2017

 
THE CITY OF LARKSPUR INVITES APPLICATIONS FOR THE POSITION OF
CITY CLERK / RECORDS ADMINISTRATOR

$7,136 – $9,000 per month
Plus an excellent benefits package
 
THE POSITION
The City Clerk/Records Administrator is a management level position responsible for planning, directing, and obtaining resources for all operations and programs of the City Clerk’s Office, a part of the City Manager’s Office. The City Clerk exercises significant discretion, within legal and general policy and regulatory guidelines, and independently develops and implements departmental and records administration policies, procedures, and services. This position aids the City Manager in a variety of administrative, coordinative, analytical, and liaison capacities; conducts research and makes recommendations, and assists and coordinates assigned activities with Department Heads/staff or outside agencies/individuals and ensures that long and short-range planning and goals and activities of the Office are completed in a timely and efficient manner consistent with defined policies and regulations. This position performs statutory duties as an Elections Official, as an FPPC Filing Officer, as Records Administrator, and as Clerk of the City Council, the Larkspur Marina Financing Authority, and other City boards, commissions, and committees.
 
THE IDEAL CANDIDATE
The ideal candidate will possess the equivalent of a Bachelor’s Degree in public administration, business administration or a related field, at least four years of increasingly responsible public sector administrative experience, including experience with elected and appointed officials, citizen committees, and governing bodies, demonstrated skill in records management and administration of a records management system, honed oral and written communications skills, a keen attention to detail and strong organization skills, excellent judgment, and the ability to interact effectively with elected officials, community members, local leaders, and City staff.
 
REPORTING TO THE CITY MANAGER, THE SELECTED CANDIDATE WILL:
• Assume full responsibility for all functions and services of the City Clerk’s Office, including the requirements serving as the Elections Official, FPPC Filing Officer, Records Manager, and as Clerk of the City Council and other City boards, authorities, commissions, and committees.
• Perform a wide variety of professional, administrative, fiscal, and analytical support, tasks.
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and program procedures.
• Develop, implement, and maintain Departmental goals, objectives, policies, and procedures.
• Manage the implementation of the Office of the City Clerk’s budget; prepare and participate in the development of the budget; forecast necessary funds for staffing, materials and supplies; present and justify programs, operations, and activity needs; monitor and approve expenditures; discuss and resolve budget issues with appropriate staff; and implement adjustments as necessary.
• Attend City Council and, as assigned, other City Board meetings; accurately record the proceedings; monitor the operation of the media equipment; and coordinate the preparation of guest speakers.
• Coordinate the logistics in preparation of City Council and/or other Board meetings; ensure all audio/visual equipment is operational and maintained; and oversee the appearance and maintenance of the City Council Chambers.
• Manage the preparation, execution, and completion of all legislative documents, including contracts, agreements, bonds, and deeds; facilitate the adherence to legislative policy requirements by the accurate preparation and posting of the agendas, minutes, legal notices, resolutions, and ordinances.
• Administer oaths or Affirmations; take and certify affidavits and depositions pertaining to city affairs; certify the acknowledgement of an instrument; sign, certify, and attest to official City documents and records; and maintain custody of the official City Seal.
• Serve as the City’s Elections Official planning and directing the conduct of municipal elections pursuant to federal, state, and local laws; coordinate the preparation of pertinent candidacy information and assist candidates in meeting their legal responsibilities before, during, and after an election; and serve as the liaison with the County elections official.
• Serve as the City’s Fair Political Practices Commission Filing Officer performing specified duties under the Political Reform Act, including providing public access to filed statements, following up on non-filers, and reviewing filed statements for errors and omissions.
• Serve as the City’s Records Administrator, overseeing a comprehensive records management program; develop, direct, and oversee the organization, retention, retrieval, and disposition of various types of City records, including the electronic records storage system; ensure the preservation of archival records that have permanent historical (research), legal, or social value; develop and maintain a disaster recovery procedure of vital records; and serve as the initial contact for public records requests ensuring compliance with the Public Records Act.
• Serve as a resource for City staff, external organizations, and the public; provides information and guidance regarding assigned programs and services; receive and review public complaints and initiates the process for resolution.
• Conduct and manage special projects as assigned by the City Manager; provide administrative support to the City Council or other Board members; and maintain compliance with policies relative to City Boards, commissions, and committees.
• Maintain City records on the City’s website and may be assigned addition duties concerning the City’s website, as appropriate.
• Model professional supervisory conduct; train and develop assigned staff; recommend and implement approved performance standards; motivate and encourage team orientation; and foster a professional atmosphere.
• Keep abreast of current legislative actions, pertinent subjects, and policies and procedures relative to the field of the City Clerk’s Office; attend and participate in professional meetings, training sessions, and conferences as needed; and maintain awareness of new trends and developments of program areas.
• Establish and foster positive working relationships with representatives of the community organizations, state/local agencies and associations, City management and staff, and the public.

REQUIRED QUALIFICATIONS INCLUDE:
Sufficient experience and education related to the duties of a City Clerk in California and municipal records manager to demonstrate the knowledge and skills listed and to perform the essential duties is required. A typical way of obtaining the required qualifications is:
• Possession of a Bachelor’s Degree or equivalent in public administration, business administration, or a related field.
• At least four (4) years of increasingly responsible experience in administrative work in a public-sector setting.
• Possession of a valid California Driver’s License at the time of appointment.
 
SELECTION PROCESS:
It is important to complete all required application materials. All applications will be screened for completeness and possession of minimum qualifications. Qualified applications will be reviewed in detail to identify the most qualified candidates to interview. It is anticipated that the successful candidate will begin employment as soon as possible.
 
APPLICATION PROCEDURE:
To be considered for this exciting opportunity, candidates should complete an online application and the required Supplemental Questionnaire through CalOpps.org. Please search for City of Larkspur on CalOpps, or follow the link below directly to our CalOpps page: https://www.calopps.org/ViewAgencyJob.cfm?ID=29781
 
Deadline to apply:  February 23, 2016
First round of interviews are expected to take place on March 6, 2017
 
All required applications materials must be submitted and received by the final filing date. Inquiries may be directed to dmuchmore@rgs.ca.gov. The City of Larkspur is not responsible for failure of Internet forms or e-mail in submitting your application. NOTE: A comprehensive job description can be found on the City of Larkspur’s website: www.cityoflarkspur.org.
 
BENEFITS OVERVIEW:
• Significant City contributions to medical and dental coverage for employees and eligible dependents.
• CalPERS defined benefit retirement, 2.0% @ 55 formula for current members and new members hired prior to 12/31/12; 2.0% at 62 for new members hired after 12/31/12. The employee is responsible for payment of the employee share of the pension cost.
• Vision care expense reimbursement for employees.
• Paid vacation, holiday and sick leave.
• Deferred compensation, flexible spending accounts, and credit union membership available to employees.
• City-paid EAP, long-term disability and life insurance.

ABOUT THE COMMUNITY OF LARKSPUR:
The City of Larkspur is located in the heart of Marin County, nine miles north of San Francisco, at the base of beautiful Mount Tamalpais. Larkspur has a mix of commercial, residential and industrial uses. The residential population is approximately 12,500. Larkspur has a wonderful, historic downtown, with shops and nationally recognized cafes and restaurants. A mix of homes, condominiums and apartments are situated in the surrounding hills and along the Corte Madera Creek. Attractive shopping centers provide services and amenities for residents and visitors. The Larkspur Ferry whisks commuters across the bay to Downtown San Francisco. Larkspur is a close-knit community of educated and engaged citizens. Residents are actively involved in important local decisions about quality of life issues and the future direction of their city. The City Council encourages a high level of interaction between its citizenry and government so that important issues are thoroughly discussed.
 
Accommodation: Candidates with a disability who may require special assistance in any phase of the application or selection process should advise Human Resources by emailing dmuchmore@rgs.ca.gov, upon submittal of application.
 
THE CITY OF LARKSPUR IS AN EQUAL OPPORTUNITY EMPLOYER

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