EXPERIENCED ASSISTANT CITY CLERK NEEDED TO SUPPORT THE CITY CLERK'S OFFICE HERE IN THE CITY OF BUENA PARK
The City Clerk's Office at the City of Buena Park services the public by acting as liaison between City Departments, the general public and our Mayor and City Council. The department, under direction of the City Clerk, administers democratic processes such as elections, access to city records, public transparency, and compliance with federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act. The City Clerk's Office manages public inquires and relationships and arranges for ceremonial and official functions.
At the City of Buena Park, the City Clerk's office has been instrumental in bringing advanced technology to our records management processes. In this department, employees have opportunities to learn and utilize state-of-the-art technology such as live meeting streaming and digital records and agenda management.
The City of Buena Park is seeking an experienced professional Assistant City Clerk to perform complex and confidential administrative, analytical, and office support functions within the City Clerk's Department. The successful candidate will report directly to the City Clerk and act on her behalf during absences. The ideal candidate will have a proactive approach and have the analytical ability to identify impacts and problem solve, be reliable and dependable, possess leadership skills and lead by example, have excellent writing and oral communications skills, be a forward thinker, take initiatives, and be politically savvy. Expert experience in Microsoft Office, including Word, Excel and Outlook is required. Supervisory experience and ability to train and evaluate staff is required. If you are the ideal candidate with the education, training, and experience described below APPLY TODAY!
GENERAL PURPOSE Under administrative direction, performs complex and confidential administrative, analytical, and office support functions within the City Clerk's Department; administers records management program, prepares minutes, and coordinates legislation, elections, and public records requests; and does related work as required.
DISTINGUISHING CHARACTERISTICS The Assistant City Clerk performs a range of legislative, election, and administrative functions under the guidance of the City Clerk, including developing and implementing the city's records management program and advising city staff regarding program requirements. This position performs certain functions on behalf of the City Clerk during absences.
ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.
Performs statutory functions on behalf of the City Clerk during absences; serves on special committees and task forces; provides notary services as requested.
Assists in the conduct of city elections, voter registration, bid openings, administration of oaths, preparation and filing of legal notices, recording of documents, and other official City Clerk's Department functions.
Administers records management functions for the department, including indexing, preservation and archive programs, retention schedules, and research and retrieval systems.
Answers questions from and provides copies of city documents to city staff and the public; conducts research and retrieves information for city staff and the public.
Prepares, publishes, and verifies posting of all legal notices and solicitations for bids; mails all notices inviting bids to contractors and publications; mails legal notices to property owners as required.
Analyzes contracts, agreements, bonds, affidavits, and other legal documents to ensure that information is complete, accurate, and properly authorized and executed.
Researches and prepares correspondence, reports, resolutions, contracts, agreements, specialized forms, technical and statistical material, and confidential documents; proofreads materials for accuracy and completeness and for compliance with policies and regulations.
Oversees the preparation, posting and distribution of agenda and agenda notices; and attends meetings as requested; communicates post-agenda legislative actions and proceedings to appropriate parties; transmits contracts and agreements; distributes approved resolutions and ordinances to appropriate parties.
Receives and processes subpoenas, lawsuits, and liability claims against the city; coordinates document handling with the Risk Manager, City Attorney, Claims Adjusters, and other departments.
Keeps municipal code current by integrating changes; prepares ordinances for codification; coordinates the preparation and distribution of supplements.
Coordinates Political Reform Act filings for designated employees, commissioners, and City Council members.
Schedules meetings; coordinates arrangements and sets up meeting rooms; notifies participants; prepares and assembles meeting agendas and other materials.
Assists in budget preparation and administration.Coordinates and trains assigned clerical staff.
QUALIFICATIONS GUIDELINES Knowledge of: California Code and California Code of Regulations; Municipal Code and related statutes; rules and procedures governing the notice and conduct of public meetings; procedures related to codification of ordinances; office administration practices and procedures; principles and practices of sound business communications; correct English usage, including spelling, grammar and punctuation; basic functions of public agencies, including the role of an elected City Council and appointed boards and commissions; records management practices; effective customer service techniques.
Ability to: Operate computer hardware and word processing, spreadsheet, and specialized software; operate optical imaging system; use and operate modern office equipment; organize tasks and set priorities; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; organize and maintain office records; assist in budget preparation; assist with election proceedings; oversee records management program; communicate effectively, both orally and in writing; prepare clear, accurate, and concise records and reports; maintain sensitive and confidential information; use tact, discretion, and diplomacy in conflict situations; establish and maintain effective working relationships with city and county elected and appointed officials, staff, management, the general public, and others encountered in the course of work.
PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The employee must be able to talk and hear. The employee must be able to use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. The employee occasionally lifts and carries records and documents typically weighing less than 20 pounds.
Specific vision abilities required by this class include close vision and the ability to adjust focus.
Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; thoroughly analyze and solve problems; exercise sound judgment in the absence of specific guidelines; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; meet intense and changing deadlines given interruptions; and interact appropriately with staff, management, city officials, contractors, public and private representatives, and others in the course of work.
WORK ENVIRONMENT The employee frequently works in office conditions where the noise level is usually moderate, at or below 85 decibels. The employee attends City Council meetings, city events, and other functions on behalf of the city, including functions being held during evening and weekend hours.
High School graduation or G.E.D. equivalent is required, supplemented by specialized training related to the City Clerk profession. Bachelor's degree in Public Administration or related field is highly desirable. Three years of records management and administrative support experience within a City Clerk's Office is required.
Valid Class C California driver license, acceptable driving record, and evidence of insurance are required.
Ability to obtain Notary Public Certificate within 12 months of assignment is required.
Possession of a Certified Municipal Clerk (CMC) designation is highly desirable.
APPLICANT INFORMATION/EXAM WEIGHT
INTERVIEWS TENTATIVELY SCHEDULED FOR THE WEEK OF APRIL 18, 2022
Applicants must file a concise and complete City application regarding their qualifications for the position online through the Human Resources Department webpage at www.buenapark.com/hr as soon as possible. Applications may 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.
All applications will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. The selection process may include, but is not limited to oral interview and/or written exams and oral presentations. Successful candidates will be placed on the employment eligible list from which hires may be made. The list is valid for up to one year, unless exhausted sooner.
The City of Buena Park is an Equal Opportunity employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status or disability.
The City of Buena Park Alcohol and Drug Abuse Policy requires that all applicants undergo drug and alcohol testing prior to employment.