Assistant City Clerk
: Job Details :

Who We Are

The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.

What We Do

The City Clerk's Office is responsible for providing support to the Mayor and City Council, and services to the community and City departments. The City Clerk's office plans, supervises and conducts all municipal elections, and maintains the official minutes of all proceedings, records, ordinances, resolutions, contracts and other official City documents and public records. This office provides the required public notices for meetings and public hearings, administers the City's Records Program, codifies and maintains the Beverly Hills Municipal Code, and administers the City's commission appointment/reappointment process. Additionally, employees in this department act as filing officers for all reports under the State's Political Reform Act, accept claims and legal processes against the City, and responds to and processes all public records requests under the California Public Records Act (CPRA).

What We're Looking For:

Under general direction from the City Clerk, the Assistant City Clerk will be responsible for leading the development and implementation of the citywide records retention program, public records requests, and archival program work plan. As part of this role, the position will work closely with the City Attorney's Office for regulatory compliance and other City departments to provide training on records retention policy. The position will also play a pivotal role in identifying new technologies and building systems for maintaining and preserving the City's historical archives and developing a Citywide records management program. The Assistant City Clerk may act in place of the City Clerk as needed. The position requires strong attention to detail, discretion to work independently in support of the City Clerk's directives, ability to communicate professionally with City officials, community members, and staff, and a collaborative approach in meeting department goals. The ideal candidate will be an experienced professional who is committed to public service and professional development, has prior experience building and managing records systems and has a strong interest in innovation as it relates to process management. This position reports directly to the City Clerk.

All applications will be screened for the training and/or experience requirements as listed under the minimum qualifications section of the job description. In addition to the minimum qualifications, the department seeks candidates with the following desirable qualifications:

* Prior records management experience with knowledge of the California Public Records Act (CPRA).

* Essentials of Records and Information Management (RIM) Certificate by ARMA International.

Work Schedule: This position will be assigned a 9/80 work schedule and is required to be fully on-site during normal work hours. This position is a non-telecommuting position.

Detailed Job Description:

For major duties and requirements including knowledge, skills, & abilities, please see link: city clerk&pagetype=classSpecifications

Selection Process:

All applicants must submit clear, concise and complete information regarding their qualifications for the position, including detailed responses to all supplemental questions. Resumes will not be accepted in lieu of the application or supplemental application materials.

The selection process may consist of the following components:

* Supplemental Questions

* Interview

* Writing Sample

* Practical/Performance Exam

The first oral exam is tentatively scheduled for the week of February 24th. (Date may be subject to change). Applications will be screened for minimum qualifications. Among those meeting the minimum qualifications, those that appear to have the most relevant and desirable experience will be invited to participate in the oral exam/interview.

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.

Conclusion

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.

Disaster Service Workers: All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

DEFINITION

To assist the City Clerk in managing and directing the City Clerk's Office; to plan, organize and direct the activities of the Records Management Program; and to provide highly complex staff assistance to the City Clerk.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the City Clerk.

Exercises direct supervision over assigned professional, administrative, and support staff.

EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:

* Assist the City Clerk in managing and directing the City Clerk's Office; assume the duties of the City Clerk in the City Clerk's absence.

* Assist in developing department goals and objectives; assist in the development and implementation of policies and procedures.

* Participate in the recommendation and appointment of personnel; supervise assigned staff; provide or coordinate staff training; conduct performance evaluations; implement disciplinary procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the department.

* Oversee the development and implementation of the City Clerk's Public Records Request program and work plan. Organize, administer, and participate in the City's process to fulfil Public Records Act requests; ensure compliance with state guidelines; receive, research, and respond to records requests and inquiries pertaining to City actions, laws, procedures, records, and documents.

* Assist in the development and implementation of the Citywide records management and archival program and work plan; coordinative activities with departmental staff; assign work activities, projects, and programs; monitor workflow; review and evaluate work products, methods, and procedures. Participates in and/or conduct records management information and training sessions for City staff.

* Plan, organize and direct activities related to the development, maintenance, and disposition of official City records such as legal documents, agendas, minutes, ordinances, resolutions, contracts, agreements, and other City departmental documents.

* Assist with the coordination of City Council agenda preparation functions including collation of agenda packets and drafting and preparation of minutes; provide direction and support to City Departments regarding agenda posting requirements parliamentary procedures, boards, and commissions by-laws; respond to inquiries regarding Council actions and items on the agenda.

* Assist the City Clerk in the administration of municipal elections according to Federal, State, and local laws; advise on election procedures and prepare election materials.

* Assist in the preparation of the City Clerk's Office budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies; administer the approved budget.

* Make presentations to the City Council and represent the department at meetings of boards and commissions; represent the department to outside groups and organizations; participate in outside community and professional groups and committees.

* Stay abreast of legal trends affecting the City Clerk's Office and state, federal and local regulations such as the Political Reform Act, the Ralph M. Brown Act, the Maddy Act, Public Records Act and municipal codes, ordinances, and resolutions.

* Research and prepare technical and administrative reports using a variety of software; prepare written correspondence, agendas, and special forms.

* Assist new or existing staff in learning departmental practices and protocols, methods, and procedures.

* Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

* Foster an environment that embraces diversity, integrity, trust, and respect.

* Perform related duties as assigned.

Experience and Training

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

Experience:

Six years of increasingly responsible administrative experience involving records management functions or public records requests, preferably in a public agency; including two years of management responsibility.

Training:

Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, political science, business administration, records management or a related field.

A Master's degree is desirable.

License and Certificate:

Designation as a Certified Records Manager (CRM) from Institute of Certified Records Managers (ICRM), or the ability to obtain this certification, within three years of appointment.

Possession of, or ability to obtain, a valid California driver's license.

Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks (IIMC) is highly desirable.

Notary Public License is highly desirable.Knowledge of:

Principles and practices of records management; computerized records storage and retrieval methods.

Public records and transparency laws for the State of California.

Principles and practices of policy development and implementing systems and procedures associated with the maintenance and disposition of public records in compliance with government codes.

Principals of public administration; operations and functions of municipal government.

Principles and practices of leadership, motivation, team building, and conflict resolution.

Principles and practices of business correspondence and report writing.

Pertinent local, state, and federal rules, regulations, and laws which include the Ralph M. Brown Act, Maddy Act, Public Records Act, Political Reform Act, Fair Political Practices Act, and California Elections Code.

Principles and practices of budget development, implementation, and monitoring.

Principles and practices of organizational analysis and management.

Principles and practices of supervision, training, and personnel management.

Standard office procedures, methods, computer equipment, and related software applications.

Ability to:

Organize, direct, and implement a comprehensive public records management and archival program in compliance with best practices and related laws.

Effectively interface with elected officials and members of the public.

Record and prepare City Council meeting minutes.

On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations, and codes; observe performance and evaluate staff; problem solve department related issues; remember various rules and procedures; and explain and interpret policy.

Prepare and administer a budget.

Supervise, train, and evaluate personnel.

Interpret and explain department policies and procedures to elected officials, City representatives, staff, and the public.

Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

Gain cooperation through discussion and persuasion.

Establish and maintain effective working relationships with those contacted in the course of work.

Work with various cultural and ethnic groups in a tactful and effective manner.

Communicate clearly and concisely, both orally and in writing.

Be a team player, which involves flexibility, cooperation, and communication.