Assistant City Clerk

City of Oxnard•Oxnard, CA

6d•Onsite

About The Position

The City of Oxnard City Clerk’s Department is seeking an experienced professional Assistant City Clerk who is technology-inclined, organized, detail-oriented, and efficient to act as the Assistant City Clerk. The position will perform complex and confidential administrative, analytical, and office support functions and will report directly to the City Clerk and act on his/her behalf during absences. This classification is distinguished from the City Clerk in that it is devoted to providing planning, coordination and administration of information resources, election activities and in support of programs and services provided by the City Clerk’s Office.

Requirements

Associate’s degree in public administration, business administration or related field.
Three (3) years of experience in a city clerk’s office.
Possession of, or ability to obtain a valid, class C California driver's license.
Must be able to effectively communicate in English, both orally and in writing.
Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Nice To Haves

Certification as a Certified Municipal Clerk (CMC)

Responsibilities

Assume management responsibility for all services and activities of the City Clerk's Office including maintaining responsibility for the City Seal, City Council agendas, meetings and minutes, municipal elections and municipal code maintenance.
Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
In the absence of the City Clerk, performs all required duties, including acting as the Clerk to the City Council.
Provide responsible staff assistance to Assistant City Manager.
Assists in the preparation of the City Council, Housing Authority, and Successor Agency and other board and commission agendas; attends meetings; records and communicates all the legislative actions and proceedings in meetings, ordinances, resolutions, minutes and indices thereof.
Assists in the filing of election campaign reports and statements of economic interest for designated employees, certain appointed officials, officeholders, candidates, and committees; coordinates City Council, City Manager, City Attorney and Planning Commissioner filings with the Fair Political Practices Commission.
Provides a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history and Fair Political Practices Commission filings.
Assists in the selection, orientation, training, motivation and evaluation of programs for assigned personnel; identifies and resolves staff deficiencies; assists in the execution of discipline and/or termination procedures.
Develops citywide training materials including those related to City Council agenda processes, formats, and standards as well as committee/commission/board responsibilities.
Responsible for coordination of the Citizen Advisory Group program, duties include, but are not limited to, record keeping, recruitment and processing appointments.
Participates in meetings and conferences with other program managers, public officials and agencies, private citizens, and professional groups to discuss issues and resolve problems.
Assists in the preparation, development, processing, maintenance and retention of official City documents and records; assists in the design and maintenance of the office records management program.
Certifies the authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public; maintains custody of corporate seal; holds responsibility for the mailing, publication, and positing of legal public notices; records and certifies ordinances, resolutions, agreements, deeds and other official documents.
Assists in the maintenance of a strong public relations program with emphasis on public services.
Assists in maintaining in protective custody all documents certifying municipal corporate actions and authority including minutes, ordinances, resolutions, deeds, contracts, agenda-related materials, public notices and historic documents; assures archival preservation of records for public and official use.
Participates in the development of the City Clerk's Office annual budget; forecasts funds needed for staffing, equipment, materials, and supplies; approves expenditures and implements budgetary adjustments as appropriate and necessary.
Receive and file claims and lawsuits filed against the City.
Provides notary services.
Receives purchase and contract bids and attends bid openings.
Administers oaths of office to elected, appointed officials and employees.
Responsible for the printing and distribution of City Code supplements; maintains records and issues supplements to City employees, government agencies and private parties.
Respond to and resolve difficult and sensitive citizen inquiries and complaints.
Coordinates, assists in and oversees the preparation and timely completion of City Council agendas, meeting materials, recording actions, proceedings and meeting minutes; attends meetings; provides staff support of City Manager’s Office and elected officials; performs required duties in absence of City Clerk.
Assists in the selection, orientation, training and evaluation of staff and may serve as a lead worker by assigning work and monitoring work completion.
Assists the City Clerk in administration of elections and election related activities and issues; performs pre-election support functions including development of manuals, assembling information packets, legal requirements and instructions to candidates, and verifying residency and candidate requirements; provides instruction to candidates and the public on election and candidacy requirements and procedures; provides information and assistance related to citizen initiated process such as initiative and recall.
Administer the City-wide records management program; maintain, dispose, and preserve official city documents and records including resolutions, ordinances, deeds, Council minutes, agreements, and reports in accordance with legal requirements.
Responds to citizen inquiries and complaints; reviews and resolves issues; assists in maintaining and implementing public relations services and program.
Recommends and assists in the development of program goals and objectives; administers policies and procedures; administers oaths of office; participates in budget development, forecasting and assists in administering budget adjustments.
Performs other duties of a similar nature and level as assigned.