City Clerk Specialist en City of Pico Rivera, CA

About the Department

The City of Pico Rivera's vision and values are to safeguard the public's trust through open and transparent business practices that consistently maintain our credibility of strong ethical stewardship of all resources. We strive to provide responsive and consistent customer service to the community and our employees; who we trust to always own the problem and solution of all our business challenges. We recognize that we must engage our workforce in productive and respectful dialogue as our success internally hinges on the dynamic and interdependent partnerships within; thus improving our chances of external success.

Under general direction of the City Clerk, performs complex administrative and technical duties related to the City’s records management program; supports daily operations of the City Clerk’s Office; prepares, records, and maintains official City documents; and oversees office functions in the absence of senior staff.

Position Duties

• Assist the City Clerk with special projects and research assignments; support daily operations of the City Clerk's Office; perform duties and responsibilities as assigned by City Clerk. 
• Perform a variety of complex and responsible administrative and technical duties in the Office of the City Clerk.
• Assist customers with issues regarding the activities of the Office of the City Clerk over the phone or in person.
• Assist in the preparation of the City Council agenda and organizes supporting documents and materials.
• Assist with City Council meeting preparation, attend meetings as needed, and support the Leaders of the Pledge youth program.  
• Assist in the receiving and processing of City records, ensuring compliance with the Public Records Act.
• Perform technical research activities and special projects.
• Assist in maintaining files, indexes, and distribute various codes and forms for reports required under the Fair Political Practices Act.
• Assist with and/or performs the duties of City Clerk as assigned; drafts, compiles, prepares, and distributes City Council, or other governing body, agenda packets, public meeting notices, and supporting documentation; processes legal and technical documents. 
• Assist in the publication of ordinances, and resolutions; manage execution and administration of all City contracts files and ensures insurance certificates are in compliance.
• Assure the absolute confidentiality of the City’s confidential records and information.
• Assure 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.
• Provide information, instructions, and assistance to the public and others having business with the City; assist customers with requests, applications, government forms, and other documents; respond to and resolve customer service issues within scope of responsibility in a courteous and respectful manner.
• Operate such modern office equipment as personal computers, calculators, photocopy machines, etc.
• Assist and support City-wide records management, including retention and destruction policies; assist in complying with government codes for a comprehensive records management program.
• Assist in maintaining updated Municipal Code books.
• Refer questions to appropriate authorities and resolve basic problems affecting the department.
• Assist with community outreach initiatives.
• Assist and provide support to the City Clerk in conducting Elections.
• Remain current on 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.
• Assist in preparing, writing, composing, using good vocabulary and organization, accurate letters, reports and other forms of correspondence.
• Assist in the day-to-day operations of the City Clerk’s office.
• Perform related duties as assigned or as the situation requires.

Minimum Qualifications

Knowledge of: 

• Basic office practices, procedures and etiquette. 
• Proper use of English grammar, spelling, punctuation, and vocabulary.
• Standard filing and recordkeeping methods.
• Good Customer service principles and professional telephone etiquette.
• Basic computer operations and common office software (e.g. Microsoft Word, Excel, Outlook, Adobe).
• Proper handling of confidential and sensitive information.
• Time management and task prioritization techniques.
• City Clerk’s Office procedures. 
• Ralph M Brown Act, Political Reform Act, Fair Political Practices Commission, Maddy Act, applicable Federal, State, and local laws, codes, and regulations is desirable.

Skills/Ability to:

• Operate standard office equipment including a computer and a variety of word processing and software applications.
• Type at least 50 words per minute accurately.
• Read, write, and comprehend directions.
• Keep accurate records and prepare correspondence.
• Interpreting, explaining and applying state and Federal rules and regulations and statutory standards.
• Demonstrate strong attention to detail and organizational skills to accurately file, retrieve, and maintain records in compliance with established filing systems and retention schedules.
• Communicate clearly, concisely, and professionally with a variety of employees at all levels of the organization, City officials, and members of the public verbally and in writing.
• Perform difficult clerical work, to sort and verify statistical and financial data.
• Assessing and prioritizing multiple tasks, projects and demands. 
• Researching, reviewing, correcting, and maintaining complex and extensive public records.
• Provide good customer service to internal and external customers.
• 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.
• Assume responsibility for ensuring the duties of the position are performed in a safe, and efficient manner.
• Bilingual in Spanish is highly desirable. 

• Three years of increasingly responsible administrative office experience involving the development and maintenance of complex records and legal documents, public contact and handling a variety of typing, filing and record keeping tasks is required. 

• Experience in a City Clerk's Office or providing support to a City Clerk, Board, Commission or other city administration body is desirable.

• A high school diploma or GED certificate is required.  

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

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

The position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires repetitive hand and finger movement and fine coordination in preparing reports using a computer keyboard.  The incumbent is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms.  The position also requires both near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The nature of the work also requires the incumbent to drive motorized vehicles. The need to lift, drag and push files, paper, and documents weighing up to 20 pounds is also required.

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, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; learn and apply new skills or information; perform highly detailed work on multiple concurrent tasks; work under changing and intensive deadlines with frequent interruptions; and interact with City officials, media, citizens groups, employees and others encountered in the course of work.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works under typical office conditions, and the noise level is usually quiet. 

Other Qualifications

• Must possess a valid Class C California Driver's License with an acceptable driving record throughout the course of employment.  City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program.
• Proof of car insurance (to be eligible for mileage reimbursement).

SELECTION PROCESS:

It is the applicant’s responsibility to ensure that all information provided on the application and/or supplemental questionnaire is accurate and complete. Incomplete applications and/or supplemental responses will not be accepted. Resumes may be included, but will not be accepted in place of required application materials (e.g., high school diploma, G.E.D. equivalent, and/or typing certificate, if applicable). This is a competitive process; applicants must clearly demonstrate that they meet the minimum qualifications. Your application will only be accepted if it clearly shows you meet the requirements. The information you give regarding your experience and education will determine your eligibility and is subject to verification at any time. False statements will be cause for disqualification, removal from the Eligibility List, or discharge from employment. List each job title and employer separately. Do not group your experience. Specify the beginning and ending dates for each job. If you have supervised staff, indicate how many. Based on a review of application materials, only the most qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities.

It is recommended you use a personal email address on your application instead of a work email address. Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the on-line application process). Notifications will be sent to the email address that is listed on your online application.

For more information regarding this recruitment, please email Human Resources, at [email protected].