City Clerk / Executive Assistant to the City Manager

Under direction of the City Manager, the City Clerk/Executive Assistant to the City Manager, maintains official City documents and records which include specialized filing and records systems, and computerized databases. The City Clerk types and prepares the City Council agendas and compiles the agenda packets; prepares action minutes for all City Council meetings, provides information to City staff and the public regarding City records, ordinances, resolutions, laws, and procedures; processes City contracts including the monitoring of insurance policies; organizes and conducts City elections; acts as Official Filing Officer for economic interest and political campaign statements; maintains a roster of City staff, elected officials, City commissions and committees, and does related work as needed.

The of Palos Verdes Estates is seeking an experienced, thoughtful and strategic decision-maker, personable, friendly, hands-on team player. The successful candidate will be someone of high ethics who is knowledgeable of systems and procedures and will help the organization and department seek continuous improvement and efficiency. The ideal candidate will possess proven leadership and management experience within a local government agency, preferably at the level of a manager or above.In addition, knowledge and/or experience in the following areas of municipal government:
  • Municipal Elections.The City conducts consolidated municipal elections with Los Angeles County every two years.The City's next municipal election will be in November 2020 for two Council seats.The City Clerk is the Elections Official and will be expected to take charge of the elections process; a strong hands-on background in this area is critical.
  • Records Management. City Clerk/Executive Assistant to the City Manager, maintains official City documents and records which include specialized filing and records systems, and computerized databases. The City Clerk is also responsible for receiving, managing and responding to all Public Records requests for the City
Duties
The City Clerk/Executive Assistant, working under direction of the City Manager, independently plans, coordinates, manages and oversees the activities and operations of the City Clerk's office, including department budget and administration, public information, City Council minutes and agenda preparation, election management and City records management; performs advanced administrative support to the City Manager and City Council; frequent exercise of independent judgment. May provide direct supervision to subordinate level clerical staff.

The City Clerk/Executive Assistant performs the following duties which may include, but are not limited to:

City Clerk Department:
Assumes management responsibility over the City Clerk's office.
  • Prepares City Council agendas and action memos, Executive Summaries and weekly report, including reviewing items for compliance with legal requirements as necessary with the City Attorney and inclusion of necessary exhibits and back-up materials and supervising the distribution and notice of items and related materials.
  • Takes official Minutes at City Council meetings and other meetings as necessary.
  • Attends City Council meetings, and other city related meetings, as required.
  • Maintains roster of City staff, elected officials, City commission and committees, and other Boards as necessary.
  • Posts and prepares noticing for public meetings and documents.
  • Processes City contracts including the monitoring of insurance policies.
  • Maintains, codifies, indexes, updates, and distributes relevant sections of the Municipal Code the City's Municipal Code.
  • Coordinates, designs, updates, revises, and maintains overall office systems for recordkeeping.
  • Serves as custodian of official City records, including administering the City's Records Retention Program by coordinating the maintenance, filing, safekeeping, computerization and disposition of all municipal documents; certifies City documents, including ordinances, contracts, resolutions, minutes, agreements and bids.
  • Ensures the integrity and compliance of City records, files, materials and information through maintenance, preservation, and proper destruction.
  • Ensures compliance with Federal and State laws pertaining to municipal government (i.e. Brown Act, Public Records Act, Political Reform Act, etc.)
  • Serve as Elections Official by planning and conducting elections, including preparing resolutions, notices and election materials for candidates; assisting candidates in processing nomination papers, conflict of interest filings and campaign disclosure according to State law; establish polling places; recruiting election workers and arranging for election supplies; processing absentee ballots, including signature verification; overseeing ballot counting and canvassing of results.
  • Assists in orientation of candidates of City Council and newly elected members of City Council.
  • May administers oaths of office; oaths of allegiance; affirmations and acknowledgements; maintains custody of City Seal.
  • Assists in developing and administering budget for City Clerk; review and evaluate budgetary and financial data; monitor and control revenues and expenditures.
  • Oversees electronic records and automation, including City website maintenance.
  • Researches and compiles information for studies and reports; conducts special research projects in response to requests from the public and other departments.
  • Acts as filing officer for FPPC required forms.
  • Plans, directs, supervises and assigns work to assigned support staff.
  • Administers policies and procedures.
  • Prepares and presents staff reports and other necessary correspondence or presentations.
  • Performs related work as needed.

City Manager / City Council:
  • Provides advanced level of administrative support to City Management and City Council.
  • Arranges appointments, conferences, and meetings for the City Manager and City Council members.
  • Receives, screens and prioritizes internal and external communications to the City Manager and City Council.
  • Assists in tracking deadlines, maintaining City Manager's subject files.
  • Composes letters, memos and other written communication on routine matters, responds to inquiries by staff and the public as necessary.
  • Composes and types City Proclamations, Certificate of Recognition, and City Resolutions of Appreciation.
  • Plans and coordinates City events, such as Mayoral Rotation.
  • Assists in developing and administering budget for City Manager and City Council.
  • Uses tact and diplomacy when dealing with the public, City Council, and other public officials.
  • Assists the department with projects and administrative support as needed upon the direction of the City Manager.
Qualifications

Knowledge and Abilities:

  • Federal State, Local and City laws and regulations pertaining to records principles, systems, procedures and processes.
  • Political Reform Act, Brown Act, Public Records Act, California Elections Code, Fair Political Practices Commission requirements for Statement of Conflicts of Interest and Campaign Disclosure documents.
  • Effectively communicate both written and verbal.
  • Work cooperatively with staff, residents and other entities.
  • Work under pressure with strict deadlines.
  • Make independent decisions.
  • Exercise confidentiality.
  • Read, interpret and apply policies, procedures, rules and regulations.
  • Problem solve.
  • Modern office procedures and methods including computer equipment, word processing, spreadsheet, database, graphic presentations and other needed specialized software applications, and internet and electronic communication.
  • Budgeting procedures and techniques.
  • Effective record, file ad archival management.
  • Type 60 wpm with accurate spelling and grammar.
  • Operate standard office equipment.
Experience and Education:

Any equivalent combination of training, education and experience, which provides the individual with the required knowledge, skills and abilities to perform the job. To include:
  • High school diploma/GED.
  • Some college course work; Equivalent to 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 desirable.
  • At least five years of increasingly responsible and complex administrative experience with at least one year in a lead or supervisory role.
  • Prior experience in a City Clerk's office or municipal setting (desired).
  • Notary Public Certification.
  • Valid California Driver's license.
  • Certified as Municipal Clerk (desired).