Assistant City Clerk

Nature of Position

The City Clerk’s Office serves as a vital hub of transparency, public access, and legislative support for the City of Alameda. The City Clerk's office is responsible for administering municipal elections, maintaining official City Council records, and managing the boards and commissions appointment process. The department also provides essential public services, including civil marriage ceremonies and passport application processing. Dedicated to accuracy, accessibility, and excellent customer service, the City Clerk’s Office plays a key role in supporting open government and connecting the community with its local government operations.

The Assistant City Clerk plays a critical role in supporting the day-to-day operations of the City Clerk’s Office and ensuring the transparency, accuracy, and efficiency of the City’s legislative processes. Under general direction, this position provides routine management assistance to the City Clerk, oversees the preparation and distribution of City Council agendas and minutes, and ensures compliance with laws and regulations such as the Brown Act, Public Records Act, Political Reform Act, and the City’s Sunshine Ordinance. The Assistant City Clerk also manages the City’s Records Information Management System, coordinates public hearing notifications, supports municipal elections, and serves as Acting City Clerk when needed.

This position supervises staff, leads process improvements, and oversees several important public-facing services, including the City’s Cable Television Studio and webcast operations, civil marriage ceremonies program, and notary services. The ideal candidate is an experienced public agency professional with strong technical knowledge of legislative procedures, records management, and public meeting laws; excellent communication and organizational skills; and the ability to exercise independent judgment in a fast-paced, highly visible environment.

Distinguishing Features

This is a single position class, and the work is characterized by expectation to exercise considerable independent judgment in routine matters and to take final action on affairs involving the day-to-day operation of the City Clerk's Office. In the absence of the City Clerk, the Assistant City Clerk exercises signatory authority normally granted to the City Clerk and performs other statutory duties as required.

Examples of Duties

• Supervises, coordinates and participates in the preparation and distribution of agendas and related materials for City Council and other assigned meetings.
• Attends City Council meetings and prepares official meeting minutes; ensures adherence to established meeting procedures and rules.
• Oversees and coordinates City Council agenda follow-up including execution of official resolutions, ordinances, minutes, codification of the municipal code, official correspondence to and from the City Council, and legislative history databases.
• Plans, directs and reviews the work of staff, sets work priorities, coordinates and schedules assignments; assists in the development of goals; reviews and evaluates work methods and procedures and prepares recommendations for improvement.
• Manages and maintains the Records Information Management System, including appropriate control over the protection, retention and destruction of records in accordance with legal and operational requirements, including maintaining the database of files.
• Assists the City Clerk with the organization and conduct of municipal elections, and in interpreting provisions of the Election Code and ensuring elections are conducted lawfully.
• Assists with and where assigned, administers, monitors, and ensures compliance with assigned functions and services of the City Clerk's Office including Conflict of Interest Code, Brown Act, Politician Reform Act, Public Records Act, Fair Political Practices Commission regulations, and the City's Sunshine Ordinance.
• Participates in managing the noticing, advertising, and calendaring of public hearings; prepares, processes, and arranges for the posting and publication of legal documents.
• Oversees and coordinates operation and administration of the City's Cable Television Studio and webcast which provides live broadcasts of City meetings and events and other audio and visual products and services, including staffing, calendaring and budget oversight.
• Participates in administering and coordinating the City's Civil Marriage Ceremonies Program; serves as a Deputy Marriage Commissioner authorized by the County of Alameda to perform civil marriage ceremonies.
• Provides notary and attestation services.
• Researches complex legal and administrative matters; prepares summaries, reports and correspondence.
• Responds to public inquiries, provides information, and resolves complaints.
• Maintains current knowledge of laws, codes, and regulations pertinent to the functions of the City Clerk's Office including those related to records management, conduct of municipal elections, and public meetings; reviews and revises policies and procedures; may attend meetings and conferences.
• Serves as Acting City Clerk as required.
• Participates in departmental budget preparation and budget administration.
• Supervises, trains and evaluates assigned staff.

Employment Standards

Education/Experience
Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education
Graduation from an accredited four year college or university with major coursework in public administration or business administration or related field. Certified Municipal Clerk training or equivalent is highly desirable.

Experience

Five years of progressively responsible management assistance and administrative support experience three years of which includes supervisory or lead administrative experience in a public agency records office or in a City Clerk's Office.

Ability to effectively provide routine management assistance to the City Clerk in planning, managing and coordinating all activities, functions and services of the City Clerk's Office in compliance with established laws, rules and regulations; serve as Acting City Clerk as required; perform both complex and routine administrative work with speed and accuracy; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports concerning complex matters; set priorities, meet deadlines and make sound decisions; take notes and accurately summarize meeting actions; write clearly, spell, and use proper grammar; effectively operate a variety of modern office equipment including computers, transcription machines, computer equipment and designated software and operating systems; effectively operate City Council Chamber recording and public address systems; interpret and apply established laws, rules, regulations and codes; prepare complex records and reports; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment; deal with complex and confidential information; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish and maintain effective working relationships with public officials, employees and the general public; and supervise, train, and evaluate assigned staff.

SELECTION PROCESS: The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required the U.S. Citizenship and Immigration Services.

E-VERIFY: The City of Alameda utilizes the Federal government’s E-Verify program and new employees must provide documentation to establish identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active-duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of theirDD214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda encourages minorities, women and the disabled to apply. It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age. Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations. No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace. Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons. Requests for reasonable accommodation should be made in advance to the Human Resources Department. Hearing Impaired TDD (510) 522-7538.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

For Benefits information, please visit our website at www.alamedaca.gov. A detailed summary for this position can be found under MCEA.