Job Category
Work Schedule
Full-time
Employer
City of Hanford
Job Open until Filled
Job Closing Date
Email
Website
Phone
5595377982
To plan, organize, direct and coordinate all functions and activities of the City Clerk’s Office including records management and municipal elections; to prepare agendas and minutes for City Council meetings in compliance with State laws and regulations; and to provide highly complex staff assistance to the City Council and City Manager.
SUPERVISION RECEIVED AND EXERCISED:
Receives general direction from the City Manager.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Develop and implement the City Clerk’s office goals, objectives, policies procedures, and work standards.
Provide varied, confidential and responsible office support to the 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.
Serve as Election Officer for City Council elections; plan and conduct periodic municipal elections.; prepare necessary correspondence and resolutions for Council approval related to the election process; monitors potential candidates.
Attend City Council meetings, take official minutes; transcribe and prepare minutes; prepare minute orders, resolutions, and ordinances in draft or final form; coordinate the review and approval of official actions with the City Council, the City Manager, citizens, community groups, and others.
Prepare City Council meeting agendas; identifies agenda items and ensures that all items are prepared and distributed to the appropriate parties in a timely manner; prepare and coordinate the distribution of administrative and public reports, bulletins, questionnaires, notices for public hearings, and other documents; prepares deeds for recordation.
Process agenda follow-up from City Council meetings, such as ordinances, resolutions, agreements, notices of completion and claim rejection notices.
Follow-up on City Council actions, as required; attest, publish, and post ordinances and resolutions, executes legal contracts, oversee the recording of documents, and prepare follow-up correspondence.
Process claims for and against the City for damages.
Respond to and oversee 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.
Provide 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.
Oversee and coordinate the Fair Political Practice Commission correspondence; ensures the tracking of completed forms, proper filing, adherence to timelines, and provides notifications for campaigns, regulatory forms, and filings as needed.
Monitor and maintain information with regard to various Commissions, including tracking terms, expirations, appointments, reappointments, applications, and interview processes.
Maintain the City’s Municipal Code by tracking ordinances and providing for their publication and distribution; administers in-house updates of the Municipal Code.
Administer Oath of Office affirmations; certify copies of official records.
Assist with preparation of the City Council and City Manager budgets; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials and supplies; administer the approved budget.
Serve 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.
Administers the City’s record management program, including preparing of such records for storage.
Participates in records management and laser fiche operations; reviews records management procedures; processing destruction requests, scheduling shredding, and scheduling imaging of records.
Certify and notarize documents for City business and the general public.
Provide attestations with regard to the signature of the Mayor and/or City Manager.
Contribute to the overall quality of the office’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs.
Prioritize and allocate available resources; review and evaluate program and service delivery, make recommendations for improvement and ensure maximum effective service provision.
Assist staff and the public with questions regarding official documents or actions of the City; explain policies and procedures related to agenda preparation or submittals, document storage, and other matters.
Receive and screen visitors and telephone calls; provide information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.
Implement and administer a variety of special programs and projects; serve on various committees.
Represent the City Clerk’s office to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance and public outreach as necessary.
Monitor changes in laws, regulations and technology that may affect office operations; implement policy and procedural changes as required.
Research and prepare a variety of technical and administrative reports, correspondence, agendas, procedures, ordinances and other written materials.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Foster an environment that embraces diversity, integrity, trust, and respect.
Be an integral team player, which involves flexibility, cooperation, and communication.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Principles and practices of municipal government and structure, including the role of an elected City Council and appointed commissions.
Principles, practices, and procedures related to municipal government recordkeeping and records management.
Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
Municipal government election laws and procedures; political processes.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent policies, procedures, local, State and Federal rules, regulations and laws applicable to assigned programs, including the Brown Act and Freedom of Information Act.
Modern office practices, methods and computer equipment.
Computer applications related to work.
Principles and practices of organizational analysis and management.
Budgeting procedures and techniques.
Ability to:
Meet all legal requirements of the function in a timely and effective manner.
Organize and direct City Clerk’s office operations.
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 policy, complex laws, codes, regulations, and ordinances.
Provide varied, confidential, and responsible 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.
On a continuous basis, sit at desk and in meetings for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 30 pounds or less.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply City, department, and division policies, procedures, technical processes, rules and regulations.
Use sound judgment in recognizing scope of authority.
Operate and use modern office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Compose correspondence and reports independently or from brief instruction.
Communicate effectively orally and in writing.
Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.
Establish and maintain effective, cooperative and collaborative working relationships with employees and those contacted in the course of work.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Work beyond normal business hours, attend evening meetings and/or perform weekend work, and travel.
Experience and Education
Any combination of training and experience and that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to graduation from an accredited four-year college or university with major coursework in public/business administration or a related field is desired; or certification as a Municipal City Clerk One year of professional-level experience may be substituted for each year of required education.
Experience:
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.
License and Certificate
Possession of, or ability to obtain, an appropriate, valid California Class C driver’s license.
Possession of, or ability to obtain, certification as a Notary Public in the State of California.
SUPERVISION RECEIVED AND EXERCISED:
Receives general direction from the City Manager.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Develop and implement the City Clerk’s office goals, objectives, policies procedures, and work standards.
Provide varied, confidential and responsible office support to the 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.
Serve as Election Officer for City Council elections; plan and conduct periodic municipal elections.; prepare necessary correspondence and resolutions for Council approval related to the election process; monitors potential candidates.
Attend City Council meetings, take official minutes; transcribe and prepare minutes; prepare minute orders, resolutions, and ordinances in draft or final form; coordinate the review and approval of official actions with the City Council, the City Manager, citizens, community groups, and others.
Prepare City Council meeting agendas; identifies agenda items and ensures that all items are prepared and distributed to the appropriate parties in a timely manner; prepare and coordinate the distribution of administrative and public reports, bulletins, questionnaires, notices for public hearings, and other documents; prepares deeds for recordation.
Process agenda follow-up from City Council meetings, such as ordinances, resolutions, agreements, notices of completion and claim rejection notices.
Follow-up on City Council actions, as required; attest, publish, and post ordinances and resolutions, executes legal contracts, oversee the recording of documents, and prepare follow-up correspondence.
Process claims for and against the City for damages.
Respond to and oversee 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.
Provide 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.
Oversee and coordinate the Fair Political Practice Commission correspondence; ensures the tracking of completed forms, proper filing, adherence to timelines, and provides notifications for campaigns, regulatory forms, and filings as needed.
Monitor and maintain information with regard to various Commissions, including tracking terms, expirations, appointments, reappointments, applications, and interview processes.
Maintain the City’s Municipal Code by tracking ordinances and providing for their publication and distribution; administers in-house updates of the Municipal Code.
Administer Oath of Office affirmations; certify copies of official records.
Assist with preparation of the City Council and City Manager budgets; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials and supplies; administer the approved budget.
Serve 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.
Administers the City’s record management program, including preparing of such records for storage.
Participates in records management and laser fiche operations; reviews records management procedures; processing destruction requests, scheduling shredding, and scheduling imaging of records.
Certify and notarize documents for City business and the general public.
Provide attestations with regard to the signature of the Mayor and/or City Manager.
Contribute to the overall quality of the office’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs.
Prioritize and allocate available resources; review and evaluate program and service delivery, make recommendations for improvement and ensure maximum effective service provision.
Assist staff and the public with questions regarding official documents or actions of the City; explain policies and procedures related to agenda preparation or submittals, document storage, and other matters.
Receive and screen visitors and telephone calls; provide information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.
Implement and administer a variety of special programs and projects; serve on various committees.
Represent the City Clerk’s office to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance and public outreach as necessary.
Monitor changes in laws, regulations and technology that may affect office operations; implement policy and procedural changes as required.
Research and prepare a variety of technical and administrative reports, correspondence, agendas, procedures, ordinances and other written materials.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Foster an environment that embraces diversity, integrity, trust, and respect.
Be an integral team player, which involves flexibility, cooperation, and communication.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Principles and practices of municipal government and structure, including the role of an elected City Council and appointed commissions.
Principles, practices, and procedures related to municipal government recordkeeping and records management.
Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
Municipal government election laws and procedures; political processes.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent policies, procedures, local, State and Federal rules, regulations and laws applicable to assigned programs, including the Brown Act and Freedom of Information Act.
Modern office practices, methods and computer equipment.
Computer applications related to work.
Principles and practices of organizational analysis and management.
Budgeting procedures and techniques.
Ability to:
Meet all legal requirements of the function in a timely and effective manner.
Organize and direct City Clerk’s office operations.
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 policy, complex laws, codes, regulations, and ordinances.
Provide varied, confidential, and responsible 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.
On a continuous basis, sit at desk and in meetings for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 30 pounds or less.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply City, department, and division policies, procedures, technical processes, rules and regulations.
Use sound judgment in recognizing scope of authority.
Operate and use modern office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Compose correspondence and reports independently or from brief instruction.
Communicate effectively orally and in writing.
Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.
Establish and maintain effective, cooperative and collaborative working relationships with employees and those contacted in the course of work.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Work beyond normal business hours, attend evening meetings and/or perform weekend work, and travel.
Experience and Education
Any combination of training and experience and that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to graduation from an accredited four-year college or university with major coursework in public/business administration or a related field is desired; or certification as a Municipal City Clerk One year of professional-level experience may be substituted for each year of required education.
Experience:
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.
License and Certificate
Possession of, or ability to obtain, an appropriate, valid California Class C driver’s license.
Possession of, or ability to obtain, certification as a Notary Public in the State of California.