Assistant City Clerk City of Oceanside, CA Oceanside

Title Assistant City Clerk
Date 25 September 2020
Company City of Oceanside, CA
City Oceanside

Short Description :

California drivers license Certification as a Certified Municipal Clerk CMC is highly desirable A Bachelors degree from an accredited college or university in Records Management, Business Administration, Public Administration or a related field State law relating ,…

Full Description :

Introduction THE CITY OF OCEANSIDE IS AN EQUAL OPPORTUNITY EMPLOYER.
The City of Oceanside is accepting applications for the position of Assistant City Clerk. There is currently one vacancy in the City Clerk's Office. This position will report to the City Clerk.
Examples of Duties The Assistant City Clerk assists in the day-to-day operations of the City Clerk's Office; including mandated duties in the absence of the City Clerk; Oversees and monitors the daily tasks involved in maintaining official City documents and records including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records of the City Council; Manages and directs the Political Reform Act filings in conformance with Fair Political Practice Commission (FPPC) requirements (e.g., statements of economic interest, campaign disclosure statements); distribution of forms in a timely fashion, responding to inquiries by filers, reviewing forms for completeness when filed; and processing necessary amendments and corrections with filers;
Assumes the duties of the City Clerk, and in the absence of, attends and participates in meetings and conferences with department administrators, public agencies and private citizen and professional groups; Serves as the Department's designee to sign official documents, administer oaths to new employees, and notarize official City documents in the absence of the City Clerk.
Reads, interprets and applies rules and directions related to State and Federal election law, the Political Reform Act, the Maddy Act, the Brown Act, Public Records Act, and local ordinances; Supervises the processing of administrative contracts/agreements in accordance with established procedures; Assists the City Clerk with budget and other department operating details; monitors expenditures and accounts payable functions;
Assists with the development and implementation of goals, office programs, objectives, policies and procedures for the Office of the City Clerk; may conduct studies and investigations as required; Answers questions from staff and the public regarding official documents/records or actions of the City; explains policies and procedures related to agenda preparation, submittal, and related matters; and interprets related laws; Directs the accurate and timely processing of legal documents such as claims, summons, subpoenas, agreements/contracts, resolutions and ordinances;
Coordinates the publication, posting and distribution of legal notices for public meetings and hearings and assures that legal requirements are met; In the absence of the City Clerk and/or Records Manager, oversees the maintenance and operation of the document imaging system and assists the public with the research and retrieval of records, such as agendas, staff reports, ordinances, resolutions, minutes, and other information;
Assists the City Clerk in the planning and conducting of periodic City elections and other legal requirements of the City Clerk's Office; May be required to assist the City Clerk in complying with government codes for a comprehensive records management program; May be required to oversee the supervision, retention and disposition of records;
Frequently interacts and communicates with a variety of individuals and groups including supervisors, employees, customers, other departments, elected officials, and the general public; Provides technical and functional direction to support staff as needed; and performs related duties as assigned.
Minimum Qualifications

Knowledge of:

  • State law relating to the functions of the City Clerk;
  • Methods of indexing records, including minutes;
  • Municipal election rules and procedures;
  • The Ralph M. Brown Act
  • Fair Political Practices Commission procedures and regulations
  • Principles and practices of supervision
  • Proper English usage (spelling, grammar and punctuation)
  • Legal procedures and forms;
  • Functions and basic clerical operations of an administrative office, including modern office methods and practices.

Ability to:
  • Learn, interpret and apply administrative and departmental policies, rules and laws;
  • Understand and follow general directions, both oral and written;
  • Take responsibility and use good judgment in recognizing scope of authority;
  • Keep complex and confidential records and prepare reports;
  • Meet the public in situations requiring tact, diplomacy and poise;
  • Plan, organize, coordinate and supervise office staff;
  • Organize own work, coordinate projects, set priorities, meet critical deadlines and follow-up on assignments with a minimum of direction;
  • Record and transcribe proceedings of City Council and other assigned public meetings, including evenings;
  • Research, analyze and evaluate new program techniques, methods and procedures;
  • Handle multiple projects;
  • Prepare clear and concise reports including recommendations and implementation strategies;
  • Work independently and demonstrate initiative;
  • Assist in the development and implementation of policies, procedures and internal controls;
  • Provide quality customer service;
  • Supervise effectively;
  • Communicate clearly and concisely, both orally and in writing;
  • Establish and maintain cooperative working relationship with those contacted in the course of work.

Experience and Training
Experience: Three years of progressively responsible management level experience in a City Clerk's Department or equivalent business environment directing and overseeing the custody, maintenance, and processing of official and sensitive Government (e.g., City, County, State) documents, records and files. Inclusive of this experience is a minimum of two years serving in an official supervisory capacity.
Training: A Bachelor's degree from an accredited college or university in Records Management, Business Administration, Public Administration or a related field.
License/Certificate:
  • Possession of, or ability to obtain, a valid California driver's license.

Note: Certification as a Certified Municipal Clerk (CMC) is highly desirable.
Commission as a Notary Public in the State of California is highly desirable.
Working Conditions and Selection Process

Environmental Conditions: Primarily office environment: exposure to computer screen.
Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting prolonged periods of time.

Selection Process: All properly completed applications and supplemental questionnaires will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. The process may include any combination of a written exam, oral board exam, and/or skills assessment to further evaluate job-related qualifications. Candidates who successfully complete the examination process will be placed on an Eligibility List according to their scores and will remain eligible for employment consideration for a minimum of six months.
Note: Prospective employees will undergo, and must successfully pass, a background reference check (including fingerprinting) and a medical examination. Drug screening may be required.
RESUMES WILL NOT BE ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS BUT MAY BE ATTACHED.
CANDIDATES WHO REQUIRE A REASONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

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