Assistant City Clerk

Salary : $79,260.00 - $101,160.00 Annually

Location : City of Westminster, CA

Job Type : Full Time

Job Number : 2024-66

Department : City Clerk

Opening Date : 12 / 12 / 2024

Closing Date : 1 / 9 / 2025 5 : 00 PM Pacific

Description

The City of Westminster City Clerk's Office is seeking a skilled, motivated, and highly organized Assistant City Clerk to provide highly responsible staff support in a variety of administrative functions.

DEFINITION

The Assistant City Clerk will assist the City Clerk in managing day-to-day operations, including processing and preparation of council agendas and materials; preparation of council meeting minutes; oversight of the City's filing system for campaign finance and statement of economic interest filings. This position performs varied routine to difficult administrative and operational support functions. The incumbent assigned to this class will assist in coordinating and directing departmental activities. Incumbents require the skill to work cooperatively and extensively with the public, responding to official and public inquiries relative to the conduct of elections, city documents, council actions and other administrative matters. Under supervision of the City Clerk, exercises decision-making within established guidelines and departmental policies. Errors in judgment may adversely impact the department and the City's public image.

The ideal candidate is an experienced, professional who can provide high-level administrative support in a complex and busy department supporting appointed officials and commissions. Experience in municipal government and writing and reviewing minutes, preferably in a City Clerk Department, is highly desirable.

CLASS CHARACTERISTICS

This is a single-position classification that is responsible for the administration and daily operations of the City Clerk's Office functions and activities, under the direction of the City Clerk. This classification performs a variety of administrative duties, including assisting in the development of City Council agendas, administration of filings, records management, assisting with municipal elections, and coordinating with other City departments. The nature, scope, and diversity of responsibilities of this classification require a broader understanding of City functions and the capability of relieving the City Clerk of day-to-day office administrative and coordinative duties, as well as fulfilling some of the duties of the City Clerk in the latter's absence.

Examples of Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists in overseeing and performing functions of the day-to-day operations of the City Clerk's office, including the maintenance of administrative files, resolutions, ordinances, contacts, agreements, deeds, annexations, and other official documents; performs mandated and other City Clerk duties in the absence of the City Clerk.
• Participates in the development and implementation of goals, objectives, policies, and priorities for departmental programs; recommends and administers policies and procedures.
• Assists in the development, administration, and oversight of the department budget.
• Monitors operations and activities of assigned programs; recommends improvements and modifications and prepares various reports on operations and activities.
• Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person's right to inspect any public record of the City is upheld.
• Assists with preparation of City Council meeting agendas and tentative agendas; assists in the assembly and distribution of agenda packets; attends meetings; takes and prepares meeting minutes; prepares Council packets and approved resolutions, ordinances, and meeting minutes for archiving.
• Performs complex records management activities, including assigning record codes to documents, imaging and / or filing, storage, and destroying City records.
• Assists in planning and conducting City municipal elections as required by state law; participates in all election events.
• Organizes, administers, maintains, and monitors all required Fair Political Practices Commission (FPPC) filings and election campaign disclosure statements.
• Administers policies and procedures and monitors filings of campaign statements for candidates, Council members, and all active committees as requested by state law; distributes forms and monitors filing of Statements of Economic Interests as required under the Political Reform Act of 1974; maintains a comprehensive list of designated employees under the City Conflict of Interest Code.
• Supervises legal codification of the Municipal Code Book; proofreads the codes upon request.
• Notarizes official documents; administers oaths of office; prepares department disaster plan.
• Maintains the department website.
• Coordinates and integrates program services and activities with other agencies and City departments.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Receives, investigates, and responds to difficult and sensitive problems and inquiries in a professional manner; researches information; identifies and reports findings and takes necessary corrective action.
• Performs other duties as assigned.

Typical Qualifications

Knowledge of :

Ability to :

Education and Experience :

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

Equivalent to graduation from an accredited four-year college or university with major coursework in business or public administration, and four (4) years of increasingly responsible experience in a municipal government agency including two (2) years of records management experience, preferably within a City Clerk's office.

Licenses and Certifications :

Selection Process :

Applicants must submit a fully completed online application, supplemental questions, and attach a resume in PDF format of two (2) pages in length or lessto be considered for this position. After a thorough review of the application materials submitted, the most qualified candidates, as determined by the City, will be invited to participate in an Oral Interview process.

Supplemental Information

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.

The City of Westminster offers a comprehensive benefit package to full time employees, including :

RETIREMENT BENEFITS : The City participates in the California Public Employees' Retirement System (CalPERS). The City's contract provides for the following retirement tiers :

Tier 2 (Classic Members hired on or after July 28, 2011) : 2.0% @ 60 formula; employees contribute 7.0% of salary towards retirement costs.

Tier 3 / PEPRA (New Members hired on or after January 1, 2013) : 2.0% @ 62 formula; employees contribute 8.25% of salary towards retirement costs.

The City of Westminster does not participate in Social Security.

INSURANCE BENEFITS : Effective January 1, 2024, the City's cafeteria benefits plan provides $1,600 per month toward the purchase of health, dental, vision and life insurance, as well as additional voluntary products. Employees who participate in the CalPERS health insurance program and are enrolled in a Family plan will receive an additional$400 per month towards the purchase of medical benefits (total of $2,000 per month ).

Medical insurance is provided through the Cal-PERS health insurance program. Unused cafeteria plan dollars may be received by the employee as taxable income. A pre-tax flexible spending account is also available for health care and dependent care expenses. The City also provides a City-paid Long-Term Disability (LTD) benefit of 66.6% of salary to a maximum of $10,000 per month; the City also provides a paid Employee Assistance Program (EAP).

VACATION : Employees earn 120 hours of paid vacation during their first year of service. An additional eight hours is earned for each additional year of service up to five (5) years. Additional benefits apply after 20 years of service. Employees are permitted to cash out accrued unused vacation hours a maximum of 2 times per calendar year.

HOLIDAYS : Employees receive eleven (11) paid City 9-hour fixed holidays , and an additional 27 hours of floating holiday time annually to be used at the employee's discretion.

HOLIDAY FURLOUGH : City offices are closed between Christmas and New Year's Day . Employees may use accumulated leave banks or elect leave without pay during the furlough.

SICK LEAVE : Employees earn 96 hours of paid sick leave per year. Employees may elect to cash out sick leave earned during the previous year at the rate of 50% of total value.

WORK SCHEDULE : The City offers flexible work schedules. Employees will have the option to work a 9 / 80, 4 / 10, or 5 / 8 / 40 work schedule. The City does not offer a Hybrid work schedule at this time.

LONGEVITY PAY : As an incentive for continuous service, employees are entitled to longevity pay at completion of the following service intervals :

CELL PHONE / DATA PLAN REIMBURSEMENT : Employees who use their personal cell phone for business-related purposes may qualify for up to $60 per monthreimbursement.

BILINGUAL PAY : The City provides $150 per month for demonstrated proficiency in specified languages including Spanish and Vietnamese.

For a more detailed overview of the benefits, please refer to the Resolution covering Management, Administrative, and Confidential Employees at :

In 200 words or less, describe your experience working in a City Clerk's Department and / or a related organization which staffs a governing body or commission. If none, please respond N / A.

In 200 words or less, describe your knowledge and experience in the preparation of agendas and minutes.

In 200 words or less, describe your involvement with municipal elections (including level, extent, and responsibility). Your response must include the name of the agency where you gained this experience and your title at the time.

Do you currently possess a valid Certified Municipal Clerk (CMC) certification?

Required Question

Salary : $79,260 - $101,160