Assistant City Clerk
Experience: Five (5) years of increasingly responsible experience in complex administrative office work in a City Clerk’s office which includes running municipal elections, records and files maintenance, agenda preparation, responding to Public Records Act requests and the interpretation of codes and ordinances.
- Certification from International Institute of Municipal Clerks (IIMC) as a Certified Municipal Clerk (CMC), is required.
- Possession of or ability to obtain a California Notary Public Commission certification within six (6) months of employment.
The City of Signal Hill is a desirable place to live and work because of its safe neighborhoods, abundant business opportunities, inclusive culture, and beautiful green spaces. With its central location, the community takes great pride in its recreational amenities which include 11 City parks and open space area covering over 29 acres, an extensive walking trail system, abundant recreation and library programs, and an array of annual events.
The City of Signal Hill, with a population of 11,800 and covering 2.2 square miles, is located in Los Angeles County within four miles of the Pacific Ocean. Signal Hill was incorporated on April 14, 1924, roughly three years after the discovery of a vast oil field. Known for its beautiful setting, Signal Hill claims the only accessible high ground for miles around with an impressive hilltop park which provides spectacular panoramic views.
The Position
Under the administrative direction of the City Manager, the Assistant City Clerk manages, plans, organizes, directs and coordinates the activities and operations of the City Clerk Division. This position is responsible for the division’s operations, to include: maintain, organize and preserve official City records management program; agenda and minutes preparation; administer general and special municipal elections; enforce laws pertaining to public records, conflict of interest, elections and campaign financing disclosures; municipal code codification; perform legislative analysis and development of policies and procedures; coordinate department activities with other City departments and outside agencies; and other duties as assigned.
- Example of Duties
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Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics. The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Oversee and direct the day-to-day operations of the City Clerk division, including: election administration, records management, legislative analysis, public records and notices, agenda, minutes, contract and insurance management, deeds, legal documents, and other statutory duties as established by federal, state and local laws.
- Develop, direct, and coordinate the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk division.
- Plan, organize, and supervise the preparation and maintenance of City documents and records, including: agendas, minutes, ordinances, resolutions, contracts, staff reports, and packets, City Council policies and procedures, deeds and other legal documents.
- Attend all City Council and Successor Agency meetings.
- Record and transcribe the proceedings of the City Council, Successor Agency, Signal Hill Housing Authority, Signal Hill Financing Authority, and Signal Hill Municipal Financing Authority; maintain all documents, records of actions and approved actions taken; publish official notices and reports of action.
- Plan and coordinate general and special municipal elections, including serve as liaison with county registrar/recorder; provide information to candidates; provide and answer ballot information and questions; prepare sample ballots, candidate handbooks, and other election materials; ensure compliance with campaign provisions of the Political Reform Act.
- Serve as the Custodian of Records for official City documents; accept claims, subpoenas and public records requests; maintain legislative history; ensure compliance with the Public Records Act process.
- Provide administrative assistance to the City Manager; prepare and present oral and written reports to the City Council, Successor Agency; Signal Hill Housing Authority, Public Financing Authority, and Municipal Financing Authority. Respond to calls and emails from the public regarding various City-related issues. Schedule meetings on behalf of the City Manager and City Council as requested.
- Provide administrative support to the City Council, City Manager, and Deputy City Manager, including managing calendars and making travel arrangements.
- Develop and administer city-wide records management program, records preservation, retention and destruction; develop and revise records management program policies and procedures; advise, counsel and assist City departments in managing records program.
- Respond to Public Records Act requests; receive and respond to inquiries from the press, other agencies, interested parties and the general public; receive, copy and route responses to appropriate City representatives.
- Provide a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history, and Fair Political Practices Commission filings.
- Perform analytical and technical research; develop, review and implement policies and procedures to meet legal requirements of the City.
- Assist with the monitoring and evaluation of the efficiency and effectiveness of service delivery, workflow and support systems; identify and recommend opportunities for change.
- Recruit and coordinate advisory bodies’ vacancies, applications and City Council appointments; provide orientation to new members; prepare and update City Council advisory bodies’ orientation handbook.
- Administer oaths of office/allegiance.
- Represent the City and department to outside groups and organizations; and interface with public groups, professional clubs and organizations.
- Select, supervise, train and evaluate department staff; implement discipline and/or corrective actions as needed.
- Serve as filing officer for statements of economic interest for designated employees, certain appointed officials, officeholders, candidates and committees; coordinate City Council, City Manager, City Attorney and other filings with the Fair Political Practices Commission.
- Coordinate compliance filings related to state campaign disclosure laws, City Conflict of Interest Code, AB 1234 Ethics requirements, and AB 1661 Sexual Harassment Prevention Training and Education compliance for elected and appointed officials.
- Work closely with the City Attorney’s Office to ensure compliance with state and local laws including the Ralph M. Brown Act, the Political Reform Act, California Elections Code, Fair Political Practices Reform Act and the Signal Hill Code of Ethics.
- Develop and administer department budget, monitor expenditures and forecasts for additional funds for staffing, equipment, materials and supplies. Review and process department invoices and manage contracts related to the City Clerk’s Division.
- Supervise the receipt and certification of documents, petitions, claims, bonds, sealed bids, and proposals.
- Process ordinances for codification in the Municipal Code to reflect actions of the Council, update code books and mail outs.
- Certify or notarize contracts and legal documents and coordinate document recording, and administer oaths or affirmations.
- Research and prepare administrative reports and studies; respond to inquiries from public regarding City Council actions.
- Monitor and keep abreast of legislative and technical developments and methods in the field that may affect the City or department operations; review and implement improved methods and practices.
- Perform a variety of other duties as assigned.
- Perform the duties of the City Clerk in his/her absence.