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DescriptionASSISTANT CITY CLERK
City of Newport Beach, CA - Newport Beach, CA
Duties may include, but are not limited to, the following:
• Assist in the daily operations of the City Clerk's Office; perform duties and responsibilities of the City Clerk in his or her absence;
• Monitor and assist with the tasks involved in maintaining official records and legal documents, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, and other legal documents and official records of the City Council;
• Attend City Council meetings and transcribes minutes; prepare and edit minutes and other documents;
• Assist with the development and implementation of goals, objectives, policies and procedures for the City Clerk's Office;
• Organize, administer, maintain and monitor the filing of Campaign Disclosure Statements and Statements of Economic Interest as required by the Fair Political Practices Commission (FPPC);
• Respond to questions from the legislative body, staff and the public regarding official documents or actions of the City; explain policies and procedures related to agenda preparation, submittal, and related matters;
• Facilitate accurate and timely processing of legal documents, such as claims, summons, subpoenas, agreements/contracts, deeds, resolutions and ordinances;
• Direct, prepare and coordinate the publication, posting and distribution of legal notices for public meetings and hearings; ensure compliance with legal requirements for open meetings of Citywide Boards, Commissions and Committees;
• Supervise, train, prioritize and review work assignments; monitor, assess and document employee performance; prepare and discuss performance evaluations;
• Direct and respond to inquiries from the public and City staff regarding official records, City Council actions, and interpretation of related laws, policies and procedures; direct the maintenance and operation of the document imaging system and assist the public with the research and retrieval of records, such as agendas, staff reports, ordinances, resolutions, minutes, deeds and other information;
• Oversee and ensure proper follow-up on all administrative Council actions;
• Assist in the planning and conducting of City elections and other legal requirements of the City Clerk's Office;
• Oversee and support Citywide records management, including retention and destruction policies; assist in complying with government codes for a comprehensive records management program;
• Interact and communicate with a variety of individuals and groups, including supervisors, employees, customers, other departments, elected officials, and the general public;
• Stay abreast of legal trends affecting the City Clerk's Office, including state, federal and local regulations regarding elections, Political Reform Act, FPPC regulations, the Ralph M. Brown Act, the Maddy Act, Public Records Act and other related legislation;
• Administer the Electronic Document Management System and optic
To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of: Functions and operating procedures of a municipal agency, including the City Clerk's Office, related laws, rules and regulations;
Election laws and procedures;
The Ralph M. Brown Act, the Maddy Act, the Public Records Act, applicable Government Codes;
Fair Political Practices Commission procedures and regulations;
Public disclosure regulations;
Optical disk technology and records management best practices, procedures, and laws;
Principles and practices of supervision, leadership and training;
Proper English usage (i.e., spelling, grammar and punctuation); and
Operation of office equipment including computer hardware and software.
Ability to: Learn and correctly interpret and apply laws, policies and procedures;
Organize work, coordinate projects, set priorities, meet critical deadlines and follow-up on assignments with minimum direction;
Record and transcribe proceedings of City Council and other assigned public meetings;
Research, analyze and evaluate new program techniques, methods and procedures;
Complete multiple projects within specified deadlines;
Prepare clear and concise reports;
Recommend the development and implementation of policies, procedures and internal controls;
Effectively represent the City Clerk's Office internally and externally to accomplish goals and objectives;
Provide quality customer service;
Communicate clearly, tactfully and concisely, both orally and in writing;
Appear for work on time;
Supervise, direct, coordinate, train and evaluate the work of staff;
Understand and follow posted work rules and procedures;
Accept constructive criticism; and
Establish and maintain cooperative working relationship with those contacted in the course of work.
This position will be required to work evening and overtime hours on a regular basis.
Experience & Training and License/Certificate:
A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience : Four years of progressively responsible municipal clerical experience, including three years of experience in a City Clerk's Office and two years providing functional and technical direction to staff.
Training : Equivalent to a Bachelor's degree from an accredited college or university in public administration, business administration, or a related field.
License/Certificate : Possession of, or ability to obtain, a valid California driver's license.
Commissioned as a Notary Public, or the ability to be commissioned as a Notary Public, within 6 months of hire.
Certification as a Cer