City Clerk Services Manager - City of Azusa, CA : Job Details

Salary : $122,181.48 - $148,512.36 AnnuallyLocation : City of Azusa, CAJob Type: Full-TimeJob Number: 24-40Department: AdministrationOpening Date: 11/19/2024Closing Date: 12/19/2024 5:30 PM PacificDefinitionSALARY AND BENEFIT INFORMATION$58.74 - $71.40 Hourly$10,181.79 - $12,376.03 Monthly$122,181.48 - $148,512.36 AnnuallyBenefits affiliated with AMMA include a $1,700 - Monthly Flexible Benefits Plan Contribution for Medical Benefits, Bilingual Incentive Pay, City Paid Deferred Compensation, a generous Tuition Reimbursement Program, & so much more!DEADLINE TO APPLY:Online applications will be accepted beginning Tuesday, November 19, 2024, through Thursday, December 19, 2024. Qualified and interested applicants are encouraged to apply immediately as this recruitment may close without notice on the day the department's needs have been met. The eligibility list established from this recruitment may be used to fill future vacancies as they occur.DEFINITIONUnder administrative direction of the City Manager and/or their designee, oversees and directs the daily operations of the City Clerk's Office, as stipulated in California statutes and ordinances adopted by the Azusa City Council; conducts and coordinates municipal elections; ensures compliance with the Brown Act, Public Records Act, Political Reform Act and the Maddy Act; oversees the City's Records Management Program; coordinates assigned activities with other City departments and outside agencies; provides highly responsible and complex staff support to the City Manager's Office, elected City Clerk and City Council. Essential FunctionsCLASS CHARACTERISTICSThe City Clerk Services Manager is a single position classification. The incumbent is responsible for overseeing and directing the daily operations of the City Clerk's Office.SUPERVISION EXERCISEDReceives administrative direction from the City Manager and Deputy City Manager. Coordinates with the elected City Clerk to accomplish the responsibilities of the position. Exercises direct supervision over assigned City Clerk office support staff.ESSENTIAL FUNCTIONS

• Coordinates with the elected City Clerk in the execution and certification of official City documents; maintains custody of the City Seal; administration and filing of oaths of office and oaths of allegiance.
• Assumes responsibility for the preparation, organization, printing, distribution and posting of the agenda and agenda packet materials for City Council and other meetings; attends City Council meetings and records all official proceedings; prepares minutes and other documents; directs the publication, filing, indexing and safekeeping of all proceedings of the City Council. May attend standing Committee meetings and various other meetings, and perform related duties as assigned.
• Maintains the City's Municipal Code; determines placement and assigns new article/section numbers to new revisions/additions to the Municipal Code; coordinates with Codifier and City Attorney to correct inconsistencies as directed by the City Council; assists departments with the format of ordinances and resolutions; attests, publishes, indexes and files ordinances and resolutions.
• Organizes, develops, implements, and administers the citywide records management program; administers release of records in accordance with the California Public Records Act; maintains custody of official City records and archives, including ordinances, resolutions, minutes, contracts and agreements, deeds, insurance certificates; certifies copies as required; oversees the indexing, filing, and scanning of documents for electronic record keeping; provides information to other departments concerning records management; develops and maintains Records Retention Schedule with assistance of the City Attorney and other City departments; oversees the destruction of records.
• Prepares, processes, distributes, and posts public notices, bulletins, and contracts following applicable procedures; prepares proclamations, commendations, ordinances and resolutions in accordance with written instructions.
• Plans and conducts municipal elections in conformance with Election and Government Codes in cooperation with the City Clerk; orders and maintains election supplies and equipment; organizes and facilitates candidate orientation; determines precinct boundaries; establishes polling places; recruits and trains poll workers; manages ballot counting processes and verifies provisional ballots; conducts voter registration drives; receives and processes formal petitions for initiatives, referendums and recalls; examines and certifies results; receives and processes petitions relating to matters of the City.
• Serves as the filing officer for the Fair Political Practices Commission; advises candidates, City officials and designated employees of Political Reform Act filing requirements; administers the City's Conflict of Interest Code; maintains documents for public inspection.
• Manages City's central phone system, municipal cable channel, city hall reception desk, and distribution of City mail; assist to maintain web pages for City Clerk's Office, elections, and other special purposes.
• Manages and participates in the development and administration of the City Clerk's Office budget; directs the forecast of additional funds needed for staffing, equipment, materials and supplies; directs the monitoring of and approve expenditures; directs preparation of and implement budgetary adjustments as needed.
• Manages the development and implementation of City Clerk's Office goals, objectives, policies and priorities; and continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workloads, administrative and support systems; identifies opportunities for improvement and directs the implementation of changes; supervises, trains, motivates and evaluates assigned staff; reviews and evaluates work methods and procedures for improving organizational performance, enhancing services and ensuring that goals are achieved.
• Participates in professional and community meetings; stays current on new trends and innovations in the field of municipal government, including but not limited to municipal records management, elections and relative service delivery responsibilities; responds to and resolves sensitive and complex community and organizational inquiries, issues and complaints; establishes and maintains a customer service orientation within the department.
• Coordinates City Clerk's Office activities with those of other departments and outside agencies and organizations; conducts bid openings and maintains custody of bid bonds; coordinates the process for appointed officers in accordance with the Maddy Act; provides staff assistance to the City Manager and City Council and prepares and presents staff reports and other necessary correspondence as assigned.
• Processes petitions and claims filed with the office of the City Clerk by referring to appropriate department, City Attorney and Claims Administrator; certifies, notarizes, and records City documents; provides information and assistance to the public.
• Build and maintain positive working relationships with co-workers and other City employees, and foster an environment that embraces diversity, trust, and good communication using principles of superb customer service.
• Performs other related duties as required.

Qualification GuidelinesQUALIFICATIONSEducation and/or Experience

• Education: Equivalent to a bachelor's degree from an accredited college or university with major coursework in public administration, business administration, or a closely related field; Possession of a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks may be substituted for college degree; and
• Experience: Five (5) years of progressively responsible administrative experience that has included enterprise records management, municipal elections administration, and the interpretation of laws and ordinances, including at least two years of management experience. Experience in a City Clerk's Office and working with city councils, boards, and commissions is highly desirable.

Licenses or Certification

• Possession of and ability to maintain a valid Class C California Driver's License.
• Possession of or ability to obtain certification as a California Notary Public within one year of employment is required.
• Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks, or ability to obtain such certification within one (1) year of employment.
• Certification as a Master Municipal Clerk (MMC) is desirable.

Knowledge, Skills, and AbilitiesKnowledge of:

• Pertinent federal, state and local laws, codes and regulations;
• Organization and function of municipal government; election laws and procedures for administering municipal elections;
• Political Reform Act requirements;
• Brown Act requirements;
• California Public Records Act requirements;
• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs;
• Modern and complex principles and practices of program development and administration;
• Principles and practices of accounting and municipal budget preparation and administration;
• Principles and practices of records management including records retention laws;
• English usage, spelling, vocabulary, grammar and punctuation;
• Practices used in minute taking and preparation;
• Modern office procedures, methods and computer equipment;
• Principles of supervision, training and performance evaluation;
• Techniques used in public relations; safe driving principles and practices.

Ability to:

• Develop, implement and administer goals, objectives and procedures for providing effective and efficient customer service;
• Provide information and organize material in compliance with laws, regulations and policies;
• Select, supervise, train and evaluate assigned staff; gain cooperation through regular communication with team, discussion and persuasion; plan and organize work to meet schedules and deadlines;
• Research, analyze and evaluate new service delivery methods, procedures and techniques;
• Prepare and administer a budget;
• Prepare and maintain accurate and complete records;
• Direct the retention/destruction of official records in accordance with applicable laws and regulations;
• Plan, coordinate and conduct stand-alone municipal elections;
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals;
• Oversee and participate in the preparation of official minutes, ordinances and resolutions;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain positive and effective working relationships with those contacted in the course of work;
• Operate modern office equipment and a variety of word processing and software applications;
• Automate record keeping systems;
• Operate a motor vehicle safely.

Special Requirements/Physical, Mental, Environmental ConditionsMARGINAL FUNCTIONSThese are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability.Environmental Conditions

• Work is performed primarily in a standard office setting;
• Incumbents may be required to work extended hours including evenings and weekends from time-to-time.

Physical Conditions

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities.
• Grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard.
• Near and far vision in reading written reports and work related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag and push files, paper and documents weighing up to 20.

Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.RECRUITMENT PROCESS:All applicants are required to submit a complete City application at www.azusaca.gov/jobs. Applications must be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application. Applications that are submitted without a resume, or have unanswered supplemental questions, may be deemed incomplete. A cover letter may also be submitted for consideration but is not required. Application Screening (Refer/Non-Refer): Online applications will be reviewed for qualifications that are highly desirable and most needed to perform the essential functions of this job. Only those candidates whose applications indicate that they are most qualified will be invited to continue in the recruitment process.Examination Process (Oral Interview): Candidates will be interviewed and rated by a qualification appraisal panel of subject knowledge experts. Each candidate's rating will be based on responses to a series of structured questions designed to elicit the candidates' qualifications for the job. Only the most successful candidates will be placed on the eligibility list. As vacancies occur throughout the City of Azusa within this classification, candidates may be referred to the hiring department. In accordance with the , examinations may consist of one or more selection techniques, including but not limited to: Application Evaluation (Qualifying), Written Exam, and/or Panel Oral Interview.The City of Azusa is an equal opportunity employer that is committed to inclusion and diversity. The City does not discriminate on the basis of race, color, gender, age, ancestry, national origin, political or religious affiliation, sexual orientation, marital status, other non-job related physical or mental disability, medical condition, or other functional limitation in employment or the provision of service. The City is dedicated to making its programs, services and activities accessible to individuals with qualified disabilities. If you require reasonable accommodations to complete the employment application and/or participate in the testing process, please contact Human Resources at (626) ###-#### prior to the filing deadline. We will attempt to reasonably accommodate applicants with disabilities upon request.THANK YOU FOR TAKING THE TIME TO APPLY FOR A CAREER OPPORTUNITY WITH THE CITY OF AZUSA!The City of Azusa offers a wide-variety of Benefits, including:

• 4/10 work schedule
• Annual Cost of Living increases thru June 30, 2028
• CalPERS Retirement
• City-Paid Deferred Compensation
• Health Reimbursement Account contribution
• Education Incentive
• Bi-lingual Pay
• Longevity Premium
• $1,700 monthly Flexible Benefit/Medical Contribution (with cash-in-lieu for opt-out option)
  • A variety of options for Medical, Dental, and Vision insurance along with supplemental insurance, such as Flexible Spending/Dependent Care Accounts, Critical Illness, Accident Only, and many more.
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• Tuition Reimbursement at 100% of Cal State rate
• 11 City-paid Holidays and generous Sick, Vacation, Flexible Holiday, Administrative, and Bereavement Leaves

For details on the Azusa Mid-Management Association (AMMA) benefits, please visit MOU Term: July 1, 2024 through June 30, 2028Please be advised that AMMA has recently come to an agreement with the City for MOU years 2024-2028. Once the MOU has been signed by all parties it will be uploaded on the City's website at In the meantime, you can reference the City Council staff report for a draft of the updated MOU here:01 1. Describe your experience with the following: a) Preparing agendas, meeting minutes, and resolutions/ordinances; b) Facilitation of public meetings; c) Records management; and, d) Office management. 02 2. Describe your experience with and knowledge of the following areas: a) Political Reform Act; b) Brown Act; c) California Public Records Act; d) Fair Political Practices Commission reporting requirements; and, e) Municipal elections. If none, please indicate so. 03 3. Please describe your experience in communicating and interfacing with the following groups as part your current and/or prior professional duties: a) With elected officials; and, b) Responding to inquiries and requests from the public. Required Question