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Records Coordinator/Deputy City Clerk

City of Tehachapi (CA) · Tehachapi, Estados Unidos Da América · Onsite

$60,924.00  -  $95,508.00

  • Professional
  • Escritório em Tehachapi
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About the Department

The City of Tehachapi is seeking qualified candidates for one (1) full-time Records Coordinator/Deputy City Clerk position. Under general direction, this position provides highly responsible and complex administrative support to the Administrative Manager; oversees the City’s records management program; and performs related duties as assigned.

Position Duties

Essential and other important responsibilities and duties may include but are not limited to the following:

Essential Functions

  • Preparation and distribution of City Council and Planning Commission agenda packets.

  • Assists at City Council and Planning Commission meetings as required and oversee follow-up pertaining to City Council and Planning Commission action taken at meetings including filing, indexing, safekeeping, and execution of all proceedings of the City Council and Planning Commission’s legislative actions.

  • Maintain, dispose, and preserve official City documents and records in accordance with legal requirements; update the records retention schedule; and manage the storage and protection of the City’s permanent records.

  • Assists in imaging, quality control, indexing and refining the search module/criteria of the City’s Electronic Document Management System.

  • May attest and certify City documents, including but not limited to, contracts, agreements, ordinances, and resolutions.

  • Prepares legal notices for hearings, ordinances, special meetings, public bids, and elections.

  • Coordinates filing of campaign statements and Statements of Economic Interest required for designated employees and board/commission members to meet legal requirements; monitors filing of financial reporting statements for elected officials, candidates, boards, and committees; and monitors compliance of AB 1234 Ethics Training.

  • Utilize and maintain public records request software and oversee all public record requests per California Public Records Act.

  • Plan, coordinate, and deliver high level administrative projects as assigned.

  • Provides a variety of administrative support functions to the Administrative Manager, City Manager and City Council as assigned.

  • Communicate and coordinate directly with City Council and City Attorney as needed.

  • Assists in administration of elections and election related activities and issues, including citizen-initiated processes such as initiatives and recalls.

  • May administer oath of office.

Marginal Functions:

  • Other duties as assigned.

  • Serve as back-up to all front office positions as needed.

Minimum Qualifications

Knowledge of:

  • Modern office procedures, methods, and equipment including computers and supporting software applications including advanced functions of word-processing, spreadsheets, database software, electronic document management system and public record request system.
  • Pertinent federal, state, and local laws, codes, rules, and regulations including the Brown Act, the California Elections Code as it applies to municipalities, California Public Records Act, Conflict of interest regulations, Freedom of Information Act and other applicable codes and ordinances.
  • Knowledge and understanding of meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.
  • Knowledge and understanding of organization, functions, procedures and rules of the City Council and Planning Commission.
  • Principles and practices of automated and manual records management, retrieval, and storage.
  • Knowledge and understanding of operational characteristics, services and activities of a City Clerk’s Office and general functions of a municipal government.

Ability to:

  • Apply good judgement and be able to work independently.
  • Work on multiple, concurrent projects with strict deadlines and with frequent interruptions.
  • Prepare clear, concise, and complete meeting documentation and other written correspondence and reports.
  • Respond tactfully, clearly, concisely, and appropriately to inquiries from other City staff, the general public, and outside agencies.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Education and/or Experience:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

  • An Associate’s degree or equivalent with coursework in public administration, business administration, or a related field and two years of increasingly responsible experience in office management involving complex records management systems and developing agendas. Experience working in a City Clerk’s Office providing support to a City Council, Board, Commission, or other body is preferred.

OR

  • Four years of increasingly responsible experience in office management involving complex records management systems and developing agendas. Experience working in a City Clerk’s Office providing support to a City Council, Board, Commission, or other body is preferred.

License and Certificate:

  • Possession of, or ability to obtain an appropriate valid California driver’s license.

  • Possession of, or ability to obtain, within three years of employment, designation as a Certified Municipal Clerk (CMC).

PHYSICAL AND MENTAL REQUIREMENTS

Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity:  frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking:  frequent hearing and talking, in person and on the phone.  Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.  Environmental: frequent exposure to noise.