Assistant City Clerk - City of Antioch (CA) : Job Details

Salary : $105,264.00 - $127,968.00 AnnuallyLocation : 200 H Street; Antioch, CAJob Type: Full-time, RegularJob Number: 65700-24/01Department: City ClerkDivision: CITY CLERKOpening Date: 12/30/2024Closing Date: 1/13/2025 11:59 PM PacificDescriptionUnder direction, performs a full range of professional, supervisory, and administrative work in support of the daily operations and administration of the City Clerk's Office. Maintains official City records and performs records management functions. Oversees the preparation of City Council meeting agendas and packets. Organizes City elections and coordinates elections with the County; and provides information to the public, City staff, and City officials related to the function, policies, and procedures of the City Clerk's Office. The Assistant City Clerk is an advanced and specialized level classification. This class specification assists the City Clerk in the day-to-day functions and management of the department; and performs other related work. The Assistant City Clerk is distinguished from the Deputy City Clerk by the performance of the full range of duties including technical and functional guidance of assigned staff. Distinctions from the Deputy City Clerk role include supervising, overseeing, and training subordinate staff. BENEFIT INFORMATIONCollective Bargaining Representation: Managment Bargaining Unit | BenefitsBenefits: Cafeteria Plan (City of Antioch pays 100% of Kaiser 2025 rate, up to family tier) | CalPERS Medical Health Plans | Vision (VSP) | Dental (Delta Dental)

• Retirement: CalPERS Classic Members 2.7% @ 55, New PEPRA Members 2% @ 62
• 457 Deferred Compensation Option
• Life Insurance
• Tuition Reimbursement
• Gym Membership Reimbursement

Examples of Duties The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Oversee and coordinate the preparation, finalization, and distribution of the City Council agenda; prepare tentative agenda, final agenda and annotated agenda; prepare information regarding City Council meetings for the website.

Ensure the preparation of City Council meeting minutes; finalize minutes of meetings.

Process, finalize, and follow-up on Council action from City Council meetings; ensure timelines are met including those for ordinance publication, resolutions, and notice of decisions.

Prepares and publishes legal and public notices for public hearings in coordination with City Departments; assures that legal requirements are met for publications and postings as required.

Assists the City Clerk in conducting municipal elections' processes with the County to include nomination filings, campaign filings, maintaining, and documenting ballot measures, initiatives, referendums, recalls and other elections processes, as required by state law. Certifying official election results received from the County; plan and coordinate next steps for incoming/outgoing elected officials.

Administers Fair Political Practices Commission (FPPC) regulations, 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.

Participate in the development and implementation of City-wide records management program; assist in the operation and oversee maintenance of records management program, records retention schedule, and master filing guide; coordinate with other departments regarding the storage of files and documents as well as the destruction of City documents; scan documents into Laserfiche Records Software for future reference.

Assist the City Clerk with the procedural process of the newly created Antioch Police Oversight Commission (APOC) from creating the Boards/Commission Handbook; working with the Mayor throughout the interview process; prepare a tentative agenda, final agenda and annotated agenda when the commission meetings begin; distribution of the agenda packets; and prepare information regarding APOC meetings for the website.

Administer the Oath of Office and provide the FPPC Conflict of Interest regulations, forms, and NetFile Software Training to the newly appointed Antioch Police Oversight Commissioners.

Prepare and coordinate correspondence agenda for the Board of Appeals including Board, staff, and appellant; finalize Board of Appeals notices of decisions and actions.

Administer policies, procedures, and processes for the City Clerk's Office; resolve discrepancies or procedural problems and respond to questions about the services of the City Clerk's Office; maintain the City Clerk's Office desk manual outlining departmental policies and procedures; make recommendations for modifications.

Assist in the preparation, administration, and monitoring of assigned budget; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts.

Track vacancies of City committees and commissions; notify Mayor of openings and prepare notices of vacancy; receive and process applications for future appointments.

Assist in the preparation, administration, and monitoring of assigned budget; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts.

Supervises, trains, and evaluates assigned staff.

May act in the absence of the City Clerk, serve as custodian of City records, and administer the Oath of Office.

Perform related duties as required.

Typical Qualifications The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.Knowledge of:

• Operational characteristics, services, and activities of the functions, programs, and operations of a City Clerk's Office.
• Functions of public agencies including the role of an elected Council and appointed boards and commissions.
• Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Modern principles, practices, and techniques of municipal records management.
• Election processes.
• Office management principles, methods, and procedures.
• Principles and procedures of record keeping and filing.
• Pertinent federal, state, and local laws, codes, and regulations including the Brown Act, Political Reform Act, FPPC regulations, and those governing the maintenance of records by a public agency.
• Principles and practices of municipal budget preparation and administration.
• Research procedures used in searching of public records.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Principles of business letter writing and report preparation.
• Modern office procedures, methods, and equipment including computers and related software applications such as word processing, spreadsheets, and databases.
• English usage, spelling, grammar, and punctuation.
• Customer service and public relations methods and techniques.
• Methods and techniques of supervision and training.

Ability to:

• Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the City Clerk's Office with only occasional instruction or assistance.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Take responsibility for and exercise good judgment in recognizing the scope of authority to be exercised in the capacity of a deputy to a public officer.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Participate in researching, compiling, analyzing, and interpreting data.
• Prepare clear, accurate and concise records and reports.
• Independently prepare correspondence and memoranda.
• Provide information and organize material in compliance with laws, regulations and policy.
• Work cooperatively with other departments, City officials, and outside agencies.
• Establish, organize, and maintain a variety of specialized files and records.
• Implement and maintain filing systems and records management systems.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Plan and organize work to meet changing priorities and deadlines.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Exercise good judgment and maintain confidentiality relative to critical and sensitive information, records, and reports.
• Utilize public relations techniques in responding to inquiries and complaints.
• Maintain confidentiality of information.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Supervise, train, and motivate department staff.

Education and Experience GuidelinesEducation/Training:

• A Bachelor's degree from an accredited college and university with major coursework in political science, public administration, or related field; or equivalent to completion of the twelfth grade and four years' of responsible professional level experience equivalent to the City of Antioch Deputy City Clerk classification.

Experience:

• Five years of increasingly responsible administrative, secretarial, and clerical support experience involving a high level of public contact including two years of supervisory experience.

License/Certificates:

• Possession of an appropriate, valid driver's license. An out-of-state valid Motor Vehicle Operator's License will be accepted during the application process, but a valid California license must be obtained by the time of appointment.
• Possession of, or ability to obtain certification through the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is desired.

PHYSICAL DEMANDS AND WORKING ENVIRONMENTThe conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.Environment:Work is performed primarily in a standard office setting.Physical:Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Supplemental InformationEEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.If you have a disability and require accommodations in the testing process, please contact Human Resources at 925-###-#### or [email protected] prior to the final filing date.BENEFITS:•HEALTH AND WELFARE - Cafeteria Plan is provided with a City contribution for the purchase of health, dental, vision, life insurance, and the employee assistance program. A cash payment option in lieu of benefits is available.•LIFE INSURANCE•EMPLOYEE ASSISTANCE PROGRAM•RETIREMENT - California Public Employees' Retirement System (CalPERS): 2.7% @ 55 for classic members or 2.0% @ 62 for PEPRA members•MEDICAL-AFTER-RETIREMENT ACCOUNT (MARA)•SOCIAL SECURITY - The City participates in the Medicare portion only. Employee pays 1.45% of salary with matching contribution paid by the City.•DEFERRED COMPENSATION PLAN - City offers a 457 Plan. City contributes 5% of base salary per month towards a deferred compensation plan for Executive Management and 2% for other management.•HOLIDAYS - 14 days per year, including 3 floating holidays•VACATION - 11 to 25 days per year depending upon length of service•VACATION BUYBACK POLICY•ADMINISTRATIVE LEAVE•SICK LEAVE - Accrue 12 days per year •EDUCATIONAL INCENTIVE PROGRAM01 Do you have a Bachelor's degree from an accredited college and university with major coursework in political science, public administration, or related field; or equivalent to completion of the twelfth grade and four years' of responsible professional level experience equivalent to the City of Antioch Deputy City Clerk classification?

• Yes
• No

02 Do you have four years of increasingly responsible administrative, secretarial, and clerical support experience involving a high level of public contact including two (2) years of supervisory experience?

• Yes
• No

03 Select the valid driver license you possess:

• California
• Out-of-state
• None of the above

04 Do you possess a Certified Municipal Clerk (CMC) or a Master Municipal Clerk (MMC) Certification issued by the International Institute of Municipal Clerks (IIMC)?

• Yes
• No

Required Question