Chief City Clerk
Education/Experience
Any combination of education and/or experience that provides the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: five years of progressively responsible experience performing varied and complex administrative support duties, three years of which must have been in a City Clerk's department or related organization that staffs a city council or city commission. Experience must also include at least two years in a lead/supervisory capacity. A degree in public or business administration or related field, or completion of substantial credit towards a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC), or Master Municipal Clerk (MMC) is desirable.Knowledge of
Knowledge of the following legal requirements and customary practices integral to the City Clerk office: Brown Act, agenda packet preparation, Public Records Act requests, records management, elections, claims, City Council relations, community relations, disaster preparedness, and other related areas. Knowledge of current methods for delivering information, e.g., social media, website, email, broadcasting. Ability to Ability to manage personnel and operations of the City Clerk’s Office, to include publishing City Council agenda packets, serving as the FPPC filing officer, overseeing audiovisual and web-streaming operations, overseeing the response to public records and internal research requests, communicating with the media, and overseeing office and city-wide records management issues. Ability to read, write and understand English-language documents. Ability to communicate effectively with customers, department personnel, elected officials, management, and the general public verbally and in writing. Proficient in Microsoft Office and Laserfiche or other document imaging programs. Ability to compose documents independently, utilizing existing research or information gathered through surveys or other means. Ability to review and edit documents at an advanced level. Ability to coordinate General Municipal Elections with the Los Angeles County Registrar-Recorder/County Clerk, or to manage stand-alone elections.
The City of South Pasadena is seeking a proactive, forward-thinking, and politically astute Chief City Clerk to lead the City Clerk’s Office as a visible and trusted advisor to the organization and community. This is a unique opportunity for an experienced municipal professional to bring innovation, leadership, and strong service delivery to a highly engaged city. The Chief City Clerk is responsible for critical functions such as City Council support, agenda preparation, elections administration, records management, public transparency initiatives, and compliance with state and local laws. The ideal candidate is a confident and collaborative leader, adept at navigating complex organizational dynamics, building trust with elected officials and staff, and engaging diplomatically with the public. They will be a problem-solver, a mentor to one Deputy City Clerk, and a steadfast advocate for transparency, accountability, and operational excellence. With a balance of technical expertise, interpersonal skills, and political acumen, they will embody the values of responsiveness, integrity, and civic engagement in all aspects of their work.
Under the direction of the City Manager, oversees the City Clerk’s Division of the Management Services Department. The Chief City Clerk is responsible for budgeting, long range-planning, records management, public information, and public engagement.
The Chief City Clerk reports to the City Manager and functions in a collaborative role with the Elected City Clerk. This position is classified as Management At-Will and is responsible for overseeing one of three divisions and working collaboratively with all three divisions within the Management Service Department of the City Manager’s Office
Examples of Duties
The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below:
• Oversees the daily operations of the division, including assuming responsibilities for City Council meetings.
• Responsible for public engagement and the management and distribution of public information, official documents, electronic communications and documentation.
• Oversees and manages claims filed with the City.
• Responsible for Municipal Code updates.
• Manages personnel training and supervision.
• Provides for City Council administrative support.
Essential Functions
• Serves as Public Information Officer (PIO) during emergencies/disaster.
• Oversees, plans and directs special programs, events and meetings such as the City’s Strategic Planning.
• Oversees provision of City Council support, including scheduling, correspondence, special events, ceremonial appearances, filings, certificates, presentations, and travel.
• Performs all of the duties required of the City Clerk’s Office as stipulated in California Government Code Sections 40801-40814 (with the exception of City-wide accounting, assessor, and financial duties).
• Performs duties required of the City Clerk’s Office by the South Pasadena Municipal Code Section 2.11 (powers and duties of the office of the City Clerk) and those required of the elected City Clerk if not assumed by that official.
• Oversees the processing of claims against the City and serves as a liaison with claims-related legal representatives. Collaborates with the City Attorney and third party administrators on lawsuits and other legal matters.
• Ensures provision of such audiovisual operations as broadcasting/web-streaming, in-house presentations, cable channel transmission and content, and teleconferencing.
• Prepares annual budgets and monitors expenditures. Sets short and long-range goals.
• Supervises staff and prepares and conducts performance evaluations of employees, interns, and others assigned to the division. May supervise the work of Management Services Department personnel.
• Maintains a physical presence in the office which is necessary to perform essential administrative and supervisory tasks.
• Proposes programs and technologies to enhance effectiveness and improve efficiencies.
• Serves as the Filing Officer for Fair Political Practices Commission filings.
• Oversees General Municipal Elections in conjunction with the Los Angeles County Registrar-Recorder/County Clerk, and conducts Special Elections as required.
• Oversees records management and coordinates City-wide records-management projects, including records retention and storage, and the development of processes and procedures.
• Oversees codification of the Municipal Code in hardbound and Internet versions.
• Oversees development, review, distribution and posting of numerous public communications and web-related documents via the media, internet and social media.
• Maintains and updates internal and external directories.
• Ensures that Public Records Act requests are fulfilled in accordance with legal requirements.
• Oversees the conduct of research for City staff, elected officials, and other agencies.
• Serves as the Recording Secretary for City Council meetings, and ensures that minutes are prepared in a timely manner and timely submitted for City Council approval.
• Oversees the coordination of commissions, committees, and boards. Oversees document imaging system and software and other internal resource databases and ensures their integrity.
• Performs record certifications, oaths, and related duties.