City Clerk
Government Jobs, Laguna Hills, CA, United States
City Clerk
Under general guidance and direction of the City Manager, the City Clerk plans, directs, and provides oversight to all activities and operations of the City Clerk's Department, including the conduct of elections, the custody and access of public records, Council actions, legal notification of meetings, preparation of agenda materials and minutes; serves as a liaison between the City Council and the public; provides assistance to other departments and outside agencies in areas of expertise; and provides highly responsible and complex administrative support to the City Council and the City Manager.
The duties assigned include, but are not limited to, the following:
Developing, planning, and implementing goals and objectives; recommending and administering policies and procedures.
Serving as Clerk to the City Council; attending City Council meetings and Study Sessions; serving as Secretary to other City Committees; and oversees the preparation of the official minutes.
Administering the City's records management program and web streaming process, and serves as the official record keeper of the City, providing for the preparation, indexing and retention of meeting notifications, agendas, minutes, ordinances, resolutions, staff reports, agreements, contracts, deeds, easements, bonds, and related documents.
Supervising the preparation, organization, printing, and distribution of the Council agenda packets. Follows-up on City Council action, as required; attests, publishes and posts ordinances and resolutions, executing legal contracts, overseeing the recording of documents and preparing follow-up correspondence.
Conducting, facilitating, and coordinating City Council and other City elections with the County, including providing candidate guidelines, administering the candidacy and nomination process, providing information to candidates regarding procedural and disclosure requirements, and publishing election notices and results within legal guidelines.
Responds to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures timely response to all requests and communicates in writing with any requester in cases of unusual requests that may cause delays in obtaining all requested information.
Coordinating Department activities with other departments and outside agencies and organizations; providing staff assistance to the City Council and City Manager; and preparing staff reports and other necessary oral and written correspondence.
Directing, overseeing, and participating in the development of the Department's work plan; assigning work activities, projects, and programs; monitoring work flow; and reviewing and evaluating work products, methods, and procedures.
Developing and participating in the administration of the City Clerk's Department budget.
Processing and maintaining claims, summons, complaints, and subpoenas; and notifying claimant of City Council actions.
Administering Oaths of Office.
Publishing, receiving and opening all public bids for City projects.
Overseeing, coordinating and implementing the City's conflict of interest code; ensures that all notifications and conflict of interest forms are maintained and kept up to date.
Maintaining the City's Municipal Code by tracking Ordinances and providing for their publication, codification, and distribution.
Tracking and monitoring insurance certificates from vendors and consultants to ensure compliance with City requirements.
Establishing and maintaining effective working relationships with City staff and the public.
Performing related duties as assigned.
Knowledge of:
Applicable Federal, State, and municipal laws and procedures.
Elections, open meetings, and public noticing laws, provisions, and procedures. Political reform requirements.
Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
Proper English, spelling, grammar, and punctuation use, and business letter writing.
Standard office equipment including computer equipment and software programs.
Automated and manual records management principles and practices, including legal requirements for recording, retention and disclosure.
Ability to:
Provide information and organize material in compliance with laws, regulations, and policies.
Direct the retention/destruction of official records according to applicable laws and regulations.
Provide exceptional customer service to coworkers, internal customers and the public.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Communicate effectively, orally and in writing.
Interpret and follow department policies, laws, and rules. Analyze situations carefully and adopt effective courses of action. Understand and implement written directions.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Education and Experience: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a related field. Certified Municipal Clerk preferred. Five years of experience in performing responsible and complex administrative office work in city clerk's office, including two years of supervisory experience; or any combination of education, experience, and training that would likely provide the required knowledge and abilities.
Must possess a valid California Driver's License.
Light Work: While performing the duties of this job, the employee is frequently required to communicate with others, use a telephone, and work on a personal computer. The incumbent is required to sit for long periods of time, travel, attend lengthy meetings, and incur stressful situations; use hands to finger coordination; handle or feel objects, or controls; and reach with hands and arms. This position occasionally lifts or moves objects up to 25 pounds.
Working Conditions: This position requires close vision and working on a VDT screen, and the ability to focus on small objects. The noise level in the work environment is moderately quiet.
Personal computer, including spreadsheet and word processing software programs; telephone; typewriter, fax, postage machine, and copy machine; and other modern office equipment as necessary.
A formal City application, rating of education and experience, oral interview, and references shall be required. Job-related tests may also be required.
Application forms may be obtained from the City of Laguna Hills website, lagunahillsca.gov/jobs . Applications must be filled out completely and must show that the minimum qualifications are met. Resumes will not, nor will references to a resume, be accepted in lieu of a completed City application. Completed applications must be submitted by email to HRcolh@lagunahillsca.gov and received by the City no later than 5:00 p.m. on the filing deadline. Based upon information presented on the applications, those applicants possessing the most suitable qualifications will be requested to continue in the recruitment process. All applicants will be notified by email of the results of the selection process.
The City of Laguna Hills recruits and hires without regard to race, color, religious creed, physical or medical condition or handicap, sex, age, marital status, or national origin except in those specific instances whereby a bona fide occupational qualification demands otherwise.
The Immigration Reform and Control Act of 1986 requires that you must be a U.S. citizen or an alien lawfully authorized to work in the United States to be eligible for hire. This job bulletin does not constitute an expressed or implied contract and provisions contained herein may be modified or revoked at any time without prior notice or agreement.
Under general guidance and direction of the City Manager, the City Clerk plans, directs, and provides oversight to all activities and operations of the City Clerk's Department, including the conduct of elections, the custody and access of public records, Council actions, legal notification of meetings, preparation of agenda materials and minutes; serves as a liaison between the City Council and the public; provides assistance to other departments and outside agencies in areas of expertise; and provides highly responsible and complex administrative support to the City Council and the City Manager.
The duties assigned include, but are not limited to, the following:
Developing, planning, and implementing goals and objectives; recommending and administering policies and procedures.
Serving as Clerk to the City Council; attending City Council meetings and Study Sessions; serving as Secretary to other City Committees; and oversees the preparation of the official minutes.
Administering the City's records management program and web streaming process, and serves as the official record keeper of the City, providing for the preparation, indexing and retention of meeting notifications, agendas, minutes, ordinances, resolutions, staff reports, agreements, contracts, deeds, easements, bonds, and related documents.
Supervising the preparation, organization, printing, and distribution of the Council agenda packets. Follows-up on City Council action, as required; attests, publishes and posts ordinances and resolutions, executing legal contracts, overseeing the recording of documents and preparing follow-up correspondence.
Conducting, facilitating, and coordinating City Council and other City elections with the County, including providing candidate guidelines, administering the candidacy and nomination process, providing information to candidates regarding procedural and disclosure requirements, and publishing election notices and results within legal guidelines.
Responds to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures timely response to all requests and communicates in writing with any requester in cases of unusual requests that may cause delays in obtaining all requested information.
Coordinating Department activities with other departments and outside agencies and organizations; providing staff assistance to the City Council and City Manager; and preparing staff reports and other necessary oral and written correspondence.
Directing, overseeing, and participating in the development of the Department's work plan; assigning work activities, projects, and programs; monitoring work flow; and reviewing and evaluating work products, methods, and procedures.
Developing and participating in the administration of the City Clerk's Department budget.
Processing and maintaining claims, summons, complaints, and subpoenas; and notifying claimant of City Council actions.
Administering Oaths of Office.
Publishing, receiving and opening all public bids for City projects.
Overseeing, coordinating and implementing the City's conflict of interest code; ensures that all notifications and conflict of interest forms are maintained and kept up to date.
Maintaining the City's Municipal Code by tracking Ordinances and providing for their publication, codification, and distribution.
Tracking and monitoring insurance certificates from vendors and consultants to ensure compliance with City requirements.
Establishing and maintaining effective working relationships with City staff and the public.
Performing related duties as assigned.
Knowledge of:
Applicable Federal, State, and municipal laws and procedures.
Elections, open meetings, and public noticing laws, provisions, and procedures. Political reform requirements.
Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
Proper English, spelling, grammar, and punctuation use, and business letter writing.
Standard office equipment including computer equipment and software programs.
Automated and manual records management principles and practices, including legal requirements for recording, retention and disclosure.
Ability to:
Provide information and organize material in compliance with laws, regulations, and policies.
Direct the retention/destruction of official records according to applicable laws and regulations.
Provide exceptional customer service to coworkers, internal customers and the public.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Communicate effectively, orally and in writing.
Interpret and follow department policies, laws, and rules. Analyze situations carefully and adopt effective courses of action. Understand and implement written directions.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Education and Experience: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a related field. Certified Municipal Clerk preferred. Five years of experience in performing responsible and complex administrative office work in city clerk's office, including two years of supervisory experience; or any combination of education, experience, and training that would likely provide the required knowledge and abilities.
Must possess a valid California Driver's License.
Light Work: While performing the duties of this job, the employee is frequently required to communicate with others, use a telephone, and work on a personal computer. The incumbent is required to sit for long periods of time, travel, attend lengthy meetings, and incur stressful situations; use hands to finger coordination; handle or feel objects, or controls; and reach with hands and arms. This position occasionally lifts or moves objects up to 25 pounds.
Working Conditions: This position requires close vision and working on a VDT screen, and the ability to focus on small objects. The noise level in the work environment is moderately quiet.
Personal computer, including spreadsheet and word processing software programs; telephone; typewriter, fax, postage machine, and copy machine; and other modern office equipment as necessary.
A formal City application, rating of education and experience, oral interview, and references shall be required. Job-related tests may also be required.
Application forms may be obtained from the City of Laguna Hills website, lagunahillsca.gov/jobs . Applications must be filled out completely and must show that the minimum qualifications are met. Resumes will not, nor will references to a resume, be accepted in lieu of a completed City application. Completed applications must be submitted by email to HRcolh@lagunahillsca.gov and received by the City no later than 5:00 p.m. on the filing deadline. Based upon information presented on the applications, those applicants possessing the most suitable qualifications will be requested to continue in the recruitment process. All applicants will be notified by email of the results of the selection process.
The City of Laguna Hills recruits and hires without regard to race, color, religious creed, physical or medical condition or handicap, sex, age, marital status, or national origin except in those specific instances whereby a bona fide occupational qualification demands otherwise.
The Immigration Reform and Control Act of 1986 requires that you must be a U.S. citizen or an alien lawfully authorized to work in the United States to be eligible for hire. This job bulletin does not constitute an expressed or implied contract and provisions contained herein may be modified or revoked at any time without prior notice or agreement.