City Clerk - Executive Assistant to the City Manager

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City Clerk - Executive Assistant to the City Manager

Salary

$9,533.00 - $11,588.00 Monthly

Location

Turlock, CA

Job Type

FULL-TIME

Job Number

2021-CC-161

Department

City Manager's Office/Admin

Division

Admin

Opening Date

06/24/2021

Closing Date

3/11/2022 12:00 AM Pacific

Position Information

The City of Turlock is seeking applicants for City Clerk.  The City Clerk plans, coordinates, manages and oversees the activities and operations of the City Clerk’s Office including, public information, election management, and City records management; coordinates assigned activities with other City departments and outside agencies; provides administrative support to the City Council as assigned.

The City Clerk recommends and administers policies and procedures; prepares and presents staff reports and other necessary correspondence; prepares and distributes City Council, Successor Agency and Public Financing Authority agendas and minutes; attends City Council, Successor Agency and Public Financing Authority meetings and records all official proceedings; plans and conducts municipal elections; serves as filing officer for the Fair Political Practices Commission; administers the City’s Conflict of Interest Code; maintains the City’s Municipal Code; maintains custody of official records and archives of the City; researches and prepares data for the City Council, staff members, other governmental agencies, citizens, and news media; and other related duties as assigned.  Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, and related regulating entities. 

This position is designated as un-represented for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).


Essential Functions

Duties may include, but are not limited to:
  • Plan, organize, control and direct the operations and activities of the City Clerk, and City Council offices; ensure smooth, timely and efficient office operations; relieve the City Council of administrative duties; ensure Department activities comply with established policies and regulations.
  • Facilitate the development of legislative policy by attending, recording and coordinating support for City Council meetings and other administrative proceedings. Take and transcribe official minutes at City Council and other administrative meetings.
  • Serve as the Elections Official; coordinate resources and communications with the County to ensure smooth and efficient election activities; serve as compliance and filing officer for the State Political Reform Act including overseeing campaign disclosure and conflict of interest filings.
  • Assist in the orientation of candidates for City Council and newly elected members of the City Council.
  • Perform legally required duties regarding contracts, agreements, claims, legal notices, filings, Municipal Code publishing and lawsuits.
  • Administer oaths of office; oaths of allegiance; affirmations and acknowledgements; maintain custody of the City Seal.
  • Coordinate, oversee and participate in the preparation and maintenance of public records for the City; update official records and related documents in response to administrative resolutions concerning City policies, procedures and administrative regulations; certify official legislative documents; verify signatures and affix City seal to ordinances, resolutions, agreements, deeds, bonds and other documents as necessary; index and file City records; oversee the Records Management program.
  • Coordinate the preparation of agenda packets for administrative meetings, including Brown Act compliance; review agenda items for compliance with legal requirements and inclusion of necessary exhibits and backup materials; edit, rewrite, or originate agenda items; coordinate changes to the agenda; supervise the distribution of agenda material to administrators, staff and other individuals and agencies; attend to posting of agenda, public hearing notifications and publication of legal notices.
  • Serve as public relations representative for the City concerning administrative issues; respond to requests, complaints and questions from officials, staff and the public, representing the City by phone and written communication; serve as a liaison between City Council and the public; interpret plans, policies and regulation to officials, staff and the public.
  • Assist in the development and administration of the budget for the City Clerk and City Council; review and evaluate budgetary and financial data; monitor and control revenues and expenditures in accordance with established limitations.
  • Research and compile a variety of information for studies and reports; conduct special research projects in response to requests from the public and other City departments; prepare and deliver oral presentations to administrators, staff and the community.
  • Prepare and process legal documents and publications related to administrative actions and proceedings; oversee the codification, maintenance and distribution of the Turlock Municipal Code.
  • Maintain rosters of the City Council, Commissions, Boards, and Committees; maintain an application process for appointments to City Commissions, Boards, and Committees.
  • Prepare and maintain a variety of records and reports related to administrative meetings, elections, legal documents, City policies and procedures, financial activity and assigned duties; certify official legislative documents and affix City seal as necessary; establish and maintain filing systems.  Acts as Compliance Officer for the State Public Records Act including processing and coordinating responses to requests for public records under the Act. 
  • Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and ensure proper completion of reimbursement forms; maintain and coordinate administrative calendars.
  • Compose correspondence independently on a variety of matters; compile and type various letters, reports, statistical data, agenda, memos, bulletins, lists and other materials as directed; prepare, format, edit and proofread written materials.
  • Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; drive a vehicle to conduct work.
  • Plan, organize and implement long and short-term programs and activities designed to enhance assigned programs and services.
  • Performs research, compiles data, and conducts studies, as assigned.
  • Reviews and submits bi-monthly payroll variances, for department or assigned staff.
  • Provides, assists with or coordinates training to others, as needed.
  • Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
  • Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
  • Models appropriate professional supervisory conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
  • Attends assigned meetings and training; interacts with outside agencies and commissions; participates in teams, or committees, as needed.
  • Ensures staff works in a safe manner; follows safety requirements; monitors and ensures compliance with regulations and other legal requirements.
  • Performs other duties, as assigned.

Knowledge, Skills, and Abilities

Knowledge of:

  • Political Reform Act, Brown Act, Maddy Act, Public Records Act, and the California Elections Code.
  • Fair Political Practices Commission requirements for Statement of Conflicts of Interest and Campaign Disclosure documents.
  • Records-management principles and practices including legal requirements for records retention and disclosure.
  • Municipal structure and organization in a Mayor-Council/City Manager form of government.
  • Required training and certification requirements related to assigned program area.
  • Technical and operational aspects of assigned function or program area.
  • Statistical methods and principles.
  • Modern office procedures and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software applications, and internet and electronic communication usage and methods.
  • Principles of financial record keeping and reporting; auditing; technical report writing and grant writing.
  • Budgeting procedures and techniques.
  • Principles and practices of supervision, staff selection, training and personnel management.
  • Principles of effective record, file and archival management related to area of assignment.
  • Principles of effective time management.
  • Safe work practices and related regulations.
  • Principles of conflict resolution and excellent customer service.
  • Provisions, principles and practices of municipal structure and organization.
  • Applicable federal, state and local laws, regulations and guidelines.
  • Principles and practices of modern municipal management and administration.
Ability to:
  • Oversee contracts and legal agreements for requirements and compliance.
  • Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
  • Perform research; compile and analyze data and prepare technical reports.
  • Understand City processes and procedures and specific requirements of assigned program area.
  • Diagnose and troubleshoot complex problems and provide and coordinate appropriate solutions.
  • Work with and control sensitive and confidential information and ensure security for assigned program area.
  • Create and maintain accurate and detailed record keeping systems.
  • Facilitate and coordinate meetings or training.
  • Develop and implement policies and procedures.
  • Estimate, track and project revenues and expenditures.
  • Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
  • Research and write complex loan, grant and program documents and monitor processes, as assigned.
  • Work irregular hours, which may include late night meetings.
  • Lead, manage, evaluate and train personnel effectively and maintain discipline.
  • Organize, implement and supervise assigned program goals and City objectives.
  • Use computer and needed programs in a highly effective manner.
  • Organize, analyze, manage and implement a variety of programs.
  • Prepare, forecast and administer a budget.
  • Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
  • Communicate effectively, orally, electronically and in writing.

Experience and Education

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
 
Experience:
Three years of increasingly responsible complex administrative and supervisory experience in a municipal City Clerk’s office; OR two years of experience as City Clerk Trainee or equivalent position in another City.  Technical, administrative or analytical experience in a public agency in related function areas or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities.

Education:
Possession of a Bachelor’s degree from an accredited college or university with significant course work in the areas of Business Administration, Public Administration, or related fields.

LICENSE AND/OR CERTIFICATE:
Possession of a valid California Driver's License in the category necessary to perform essential duties of the position may be required at the time of appointment.  Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis. Maintenance of a valid California Driver's license and proof of automobile liability insurance thereafter is a condition of continued employment.

DESIRABLE QUALIFICATIONS:
Ability to obtain certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is highly desirable.
 
PHYSICAL REQUIREMENTS:
Vision adequate to operate vehicles and office equipment, read instructions, and follow directions; hearing adequate to converse on the telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related office items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine, and related functions; ability to lift office files, binders and small equipment, as needed.

 SELECTION PROCESS:

1.     All applicants must complete a standard City of Turlock application for employment form and submit the following documentation:
  • Verification of education attached or uploaded to your application.
2.     You may submit your required certifications using the following options:

 1.  Attach a scanned copy in the "Add Attachment" option (of the NeoGov online application) or
 2.  Fax a copy to (209) 668-5529 or
 3.  Email a copy to krodriguez@cpshr.us or
 4.  Hand deliver copies of your attachments to 156 S. Broadway, Suite 235, Turlock, CA on or before the final filing date.

If you are applying on line and attaching documentation to your application, contact Human Resources to assure all of your documentation was received.

3.    Applications will be reviewed for possession of the minimum qualifications. In the event that a large number of applicants possess the minimum qualifications, applicants who appear to be the most qualified based on their breadth and recency of experience will be invited to compete in the testing process.

4.    Candidates invited to compete in the testing process may be required to take a written examination, which will be based on a pass/fail basis. If a written examination is conducted and a large number of candidates receive a passing score, the City reserves the right to invite a percentage of the top scoring candidates to compete in the next phase of the testing process, the oral examination.

5.  Candidates who are invited to participate in the oral examination and receive a score of 70% or more will be placed on an eligibility list. Ranking on the eligibility list will be based solely on the results from the oral exam.

6.     Completion of a practical exercise may be conducted in order to further evaluate skills relating to essential job functions.

7.     Top candidates on the eligibility list will be referred to the City Manager for final appointment consideration.

8.   Final appointment will be contingent upon passing the following: reference review, medical examination which includes a drug screening, hearing exam and vision exam.

VETERAN'S PREFERENCE SYSTEM
The City of Turlock has adopted a veteran's preference system (effective January 1, 2002). The percentage score achieved through an entrance (non-promotional) examination which ranks applicants on an eligibility list shall be adjusted to provide: (a) one (1) percentage point added to the final test score for each six (6) months of active service during a time of armed conflict, up to a maximum of five (5) points, and (b) five (5) percentage points added to the final test score for veterans who are disabled as a result of active military service during a time of armed conflict, regardless of length of service. To receive preference points, applicants must provide supporting documentation and proof of honorable discharge. In no event shall an applicant receive more than a five (5) point adjustment. This request should be made in section #12 of the employment application form. A copy of your DD214 must be attached for this request to be considered. 

AN EQUAL OPPORTUNITY EMPLOYER
The City of Turlock is an Equal Opportunity Employer. We are sincerely interested in receiving applications from qualified minorities, women and the disabled.

Qualified applicants receive equal consideration without regard to race, color, religion, sex, sexual orientation, national origin, ancestry, age, marital status, physical or mental disability, medical condition, political affiliation or belief except where indicated by requirements of the job.
 
The City of Turlock will make every effort to accommodate applicants that have disabilities that would not allow them to compete in the announced process. Applicants are asked to indicate their request for accommodation in the application form.

MEDICAL EXAMINATION AND DRUG SCREENING 
The incumbent will be required to take a medical examination including a drug screening and be fingerprinted.

SMOKING AND TOBACCO USE POLICY
All employees hired after January 1, 2014 as a condition of employment, shall not smoke and/or use any tobacco products. Employees hired after January 1, 2014 will be required to sign a "No Smoking and Tobacco Use Agreement". As a condition of continued employment, all employees hired after January 1, 2014, shall remain a non-smoker and/or tobacco user whether on or off duty. Failure to comply with this policy may lead to disciplinary action, up to and including termination of employment.

CITY OF TURLOCK WORK ATTIRE/ PERSONAL APPEARANCE POLICY
The City of Turlock adopted a Work Attire/ Personal Appearance Policy on April 17, 2014. This Policy describes guidelines regarding appropriate work attire, appearance and hygiene for the City of Turlock and applies to all regular and part time employees, volunteers and interns.

CUSTOMER SERVICE POLICY
The City of Turlock is committed to quality service to our customers. Our goal is to create a positive, productive and courteous atmosphere for our employees and customers. Employees are evaluated on the quality of customer service they provide.

BENEFITS
  • Health: The City offers health, prescription, vision, and dental insurance plans for employees and dependents, currently at no cost.
  • Retirement - Qualified candidates who are currently a CalPERS member or have been a CalPERS member within the last six (6) months or are subject to reciprocity with another eligible retirement plan, may be a "classic member" and may be enrolled in the City's 2.7% @ 55 plan. Employee pays employee contribution rate of 9% on a pre-tax basis. Non-classic or "new members" will be enrolled in the 2% @ 62 defined benefit formula.
  • Term Life Insurance at 1-1/2 times annual salary
  • Long Term Disability Insurance
  • Liberal vacation, holiday and leave plans
  • Retiree Health Savings (RHS) Vantage Care: Three (3) percent of the employee's base payroll will be deposited in each individual's RHS Vantage Care account
The City of Turlock does not participate in Social Security, although employees hired after April 1, 1986 participate in Medicare.

NOTES:

Information contained herein does not constitute an expressed or implied contract as it is subject to change.
 
WHERE TO APPLY

City of Turlock
Human Resources Division
156 S. Broadway, Suite 235
Turlock, CA 95380-5454
(209) 668-5540
 
or

Visit our website at
 

THIS RECRUITMENT IS OPEN UNTIL FILLED.   ALL APPLICATIONS MUST BE RETURNED TO THE HUMAN RESOURCES DIVISION  

POSTMARKS WILL NOT BE ACCEPTED.


Refer to Benefits section.

01
Describe your experience preparing agenda packets for administrative meetings; and posting agendas, public hearing notifications, and publishing legal notices.
02
Describe your experience working with the Political Reform Act, Brown Act, Maddy Act, Public Records Act, and the California Elections Code.

Required Question

Agency
City of Turlock
Address
156 S. Broadway, Ste. 235

Turlock, California, 95380
Phone
(209) 668-5150
(209) 668-5542 ex. 1109
Website
http://www.cityofturlock.org
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