Assistant City Clerk (At-Will) (Open-Competitive)

This recruitment requires that a cover letter addressing your professional municipal city clerk experience and resume be uploaded with the application to be considered complete. This recruitment is open on a continuous basis with first review of applications on Thursday, January 23, 2025 at 5:00 p.m. Applications received after January 23, 2025, may not be considered. Applicants are encouraged to apply immediately as this recruitment may close at any time.

DEFINITION:   Under the direction of the City Clerk, oversees the daily operations of the City Clerk's office; assists the City Clerk in meeting the City's legal requirements for the development, maintenance and disposition of official City records and documents; and coordinates municipal election processes.

DISTINGUISHING CHARACTERISTICS:  The Assistant City Clerk is a single incumbent management classification within the City Clerk’s Office, requiring advanced journey level administrative knowledge and experience to perform the full range of essential functions.  This position regularly requires considerable exercise of independent judgment and initiative.  May act in the absence of the City Clerk.

SUPERVISION RECEIVED AND EXERCISED:    Receives general supervision from the City Clerk.  Provides supervision and functional direction to administrative, technical and support staff.

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities:

• Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:
• Plans and coordinates activities and services within the City Clerk's office; recommends and participates in development of departmental goals, objectives, and policies.
• Assists the City Clerk in managing the City's compliance responsibilities for appropriate establishment, maintenance and disposition of official City records of action of governing bodies, municipal ordinances, resolutions, code and other official government documents; prepares agendas, minutes and follow-up documentation; prepares, distributes and posts public notices, bulletins and contracts; ensures proper/legal posting and document preparation requirements are met; maintains custody of the City seal, ensuring authentication of only approved documents.
• Attends City Council meetings and study sessions as required.
• As needed, serves as the City Clerk in their absence.
• Assists with  the review of agreements, contracts, purchase orders and special projects for compliance with insurance and business licensing requirements; coordinates bid processes for City projects; disseminates, receives and opens bids according to federal, state and municipal law; oversees the processing of all claims and subpoenas filed against the City.
• Prepares various technical reports, correspondence, and statements according to federal and state rules, regulations and laws, and City policies and procedures; assists the City Clerk in preparing and monitoring the annual budget.
• Plans and coordinates general and special municipal elections including administering Federal, State and local procedures, assisting candidates in meeting their legal responsibilities, training election staff, serves as liaison with County registrar/recorder, provides services to candidates, prepares sample ballots, assists City Clerk in developing candidate handbooks, and other election materials; serves as the City Filing Officer for local campaigns and maintains Fair Political Practices Commission filings.
• Responds to requests for research and analysis on a variety of issues regarding City policies, procedures, ordinances, etc.; provides information and assistance to the public; processes deeds, bid awards and other City documents, oversees the maintenance and update of the City's Municipal Code.
• Develops, implements and maintains City Clerk's office document imaging program; provides professional advice and expertise on records management, document imaging and archiving and retention as well as requirements for legal compliance to City staff; develops and administers a City-wide records management program and annual destruction of records.
• Coordinates activities in the City Clerk's Office with activities of other programs, departments or staff to ensure program delivery according to appropriate policies, procedures and specifications.
• May perform Notary Public acts for the public and for official City business.
• Participates in outside community professional groups, and committees.
• Resolves discrepancies or procedural problems and responds to program administration and/or program delivery questions ensuring necessary follow-up occurs; controls program records for operational and budget accountability; confers with and advises staff and program participants by providing advice, problem solving assistance, answers to questions and interpretation of program goals and policy.
• Recruits, hires, supervises, schedules, assigns, monitors and evaluates staff; provides for and/or conducts staff development; establishes work methods and standards; initiates corrective and/or disciplinary action and responds to grievances and complaints according to established personnel policies and procedures and in consultation with Human Resources.
• Regularly and predictably attends work.
• Performs related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

To perform this job successfully, an individual must be able to perform each essential function.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• Local, State, and federal laws related to legislative procedures including the Ralph M. Brown Act, Maddy Act, Public Records Act, and the Political Reform Act.
• Relevant organization and procedures of City government and municipal organization.
• Laws, regulations, systems and procedures associated with the development, maintenance and disposition of public records.
• Principles, practices, and procedures of records management including optical imaging storage and retrieval systems.
• Basic principles of planning and administering municipal elections.
• English grammar, punctuation, and spelling and effective use of vocabulary.
• Modern Office methods, procedures, software and equipment.
• Principles and practices of effective supervision.
• Project management principles and practices.

Skill in:

• Performing varied office and administrative functions in the legal development, maintenance and disposition of public records.
• Synthesizing information into summary form and detailing follow-up requirements.
• Application of advanced methods of document storage and retrieval.
• Supervising, motivating and evaluating staff.
• Organizing work, coordinating projects, activities and programs.
• Completing multiple projects within specified deadlines. 
• Assessing objectives and operational requirements to develop and implement appropriate operational policies and procedures.
• Working independently, exercising good judgment and making sound recommendations.  
• Using personal computers and office related software.
• Conducting research and analysis and preparing clear, concise and comprehensive reports.
• Understanding and applying complex regulations, procedures and guidelines.
• Communicating clearly and concisely, both orally and in writing.
• Following directions from a supervisor.
• Appearing for work on time.
• Following direction from a supervisor.
• Understanding and following posted work rules and procedures.
• Accepting constructive criticism.
• Working under pressure, handling significant problems and tasks that arise simultaneously and/or unexpectedly.
• Establishing and maintaining effective working relationships with staff, other City employees and the public. 

Other:

 Required to work evenings and extended hours on a regular basis.

A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience: Five (5) years increasingly responsible administrative experience, preferably in a City Clerk’s Office, involving a high public contact including two (2) years of management and supervisory experience.

Elections experience is highly desirable.

Education: Equivalent to a Bachelor’s degree (minimum 120 units) from an accredited college or university in Business Administration, Records Management, Public Administration or a related field. 

OR

Experience: Seven (7) years increasingly responsible administrative experience, preferably in a City Clerk’s Office, involving a high public contact including two (2) years of management and supervisory experience.

Elections experience is highly desirable.

Education: Associate degree from an accredited college or university in Business Administration, Records Management, Public Administration or a related field.  

License/Certificates: Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required. 

Possession of a certification from the International Institute of Municipal Clerks as Certified Municipal Clerk (CMC) is required upon hire.  

Certification as a Master Municipal Clerk (MMC) within twenty-four months (24) and commission as a Notary Public in the State of California within six (6) months of appointment is required.   Designation as a Certified Records Manager (CRM) is highly desirable. 

Disaster Service Worker:  In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

Salary : $10,071 - $12,810