City Clerk

DEFINITION

Under general direction of the City Manager, plans, directs, supervises, and coordinates all activities of the City Clerk's Office relating to Council meetings, City elections, and public records requests in accordance with applicable laws, codes, policies, and procedures, and to do related work as required. 

EXAMPLES OF DUTIES

This is not a comprehensive listing of all functions and duties performed by incumbents of this class employees may be assigned duties which are not listed below reasonable accommodations will be made as required. Essential duties and responsibilities may include, but are not limited to, the following:

Serve as City Clerk to the City Council

Coordinate the preparation of Council agendas and supporting material including public notification, technical and legal documents publish, issue, and post final agenda

Direct the preparation, publication, distribution, filing, indexing, and safekeeping of Council proceedings, minutes, and actions

Plan and direct the processing of ordinances, resolutions, bond issues, annexations, vacations, assessments, charter amendments, initiatives, referendum, recall petitions, and other related documents

Maintain the City Municipal Code certify City documents attest to proper execution of all public documents

Serve as the custodian of the City Seal, official City records, and official municipal documents plan and direct the City's records retention/preservation program in compliance with legal requirements and City policy

Oversee the processing of all appointments, resignations, and terminations for all official boards, commissions, and committees administer oaths and affirmations

Plan and direct municipal elections including managing the dissemination, and return of ballots and the filing of all required technical documents oversee and/or perform notary public duties

Serve as filing officer and official for state and local campaign statements and conflict of interest codes of the City Council advisory bodies and all designated employees under the Political Reform Act

Receive and process petitions, claims against the City, and lawsuits

Analyze, review, and make recommendations regarding office procedures

Prepare, administer, and control department budget

Oversee City Clerk department staff and/or interns this position may have supervisory responsibility over professional and/or senior-level staff

Coordinate City Clerk activities with other City departments, divisions, and with outside agencies

Verifies official City activities are in compliance with federal and state laws and regulations, and City policies works independently and makes appropriate decisions based on knowledge of City policies performs duties within scope of authority

Assures the absolute confidentiality of City's confidential records and information

Assures that security protocols are followed, and all reports and paperwork are completed in a timely manner updates, corrects, retrieves, and releases information according to procedures

Supports the relationship between the City of Hermosa Beach and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff maintains confidentiality of work-related issues and City information performs other duties as required or assigned.

QUALIFICATIONS GUIDELINES

Knowledge, Skills, and Abilities

City organization, operations, policies, and procedures 

federal and state laws and statutes governing municipal operations, public records, and open meetings, including California Public Employment Relations Board, the Meyers-Milias-Brown Act, California Public Records Act, California Elections Code, California Political Reform Act and the Federal Voter Rights Act.

Knowledge of City ordinances, codes, policies, resolutions, and agreements 

federal and state laws and regulations governing City administration and elections 

Parliamentary practices and procedures governing public meetings 

Principles and practices of record keeping, records management, and records retention 

Principles and practices of confidential records management, and security precautions in the public sector 

Legal, ethical and professional rules of conduct for public sector employees and elected officials 

Customer service principles, protocols, and methods 

Business computers, and standard and specialized software applications.

Explaining and applying state and Federal rules and regulations and statutory standards.

Researching, reviewing, correcting, and maintaining complex and extensive public records.

Monitoring the City's compliance with all laws, regulations, and rules.

Assessing and prioritizing multiple tasks, projects and demands.

Dealing tactfully and courteously with those seeking information about City functions and activities.

Exercising sound, independent judgment within general policy guidelines.

Establishing and maintaining effective working relationships with the City Clerk and City Attorney, co-workers, City Council, Mayor, City Administrator, City departments and staff, regional government agencies, and the public.

Communicating effectively verbally and in writing.

Education and Experience

Bachelor's Degree in Public or Business Administration, or closely related field AND five years of responsible experience involving the administration of a City Clerk or similar municipality office including at least three years of supervisory experience. 

Licenses and Certificates

A valid California State Driver's License is required

Notary Public license

Certified Municipal Clerk (CMC) Certificate is desirable

SUPPLEMENTAL INFORMATION

Physical Demands and Working Environment

Work is performed in a standard office environment.

The City of Hermosa Beach places a high priority on the health and safety of our City’s workforce and our community. Consistent with that commitment, in light of the substantial and growing body of evidence that vaccinations remain the most effective protection against the spread the COVID-19, we require that all City staff members, Commissioners/Board Members, contractors, and volunteers of our City be fully vaccinated. All City staff members must be fully vaccinated by November 12, 2021, as a condition of employment. Exceptions are available only for those who need an accommodation under a medical/disability or religious exemption.

The City of Hermosa Beach is committed to building a diverse, equitable and inclusive work environment. We provide an environment of mutual respect where equal employment opportunities are available to all City staff members and applicants without regard to status as protected by applicable federal, state, or local law.

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