City Clerk

City of Concord • Concord, CA

4d • Onsite

About The Position

The City of Concord is seeking an astute, detail-oriented and highly ethical administrative professional with demonstrated experience in municipal records management, agenda and minute preparation, coordination of elections and other functions in support of the effective operation of municipal government. The City Clerk performs complex work planning, organizing and coordinating City government operations, supporting the effective operation of municipal government through administration of official City records, elections, legislative actions and proceedings, legal compliance and City Council operations.

Requirements

• Excellent interpersonal, verbal, and written skills
• Excellent organizational skills and strong attention to detail
• Knowledge and experience with the requirements of the Brown Act and the Public Records Act
• Strong command of technology
• Highly familiar with the legal procedures and requirements relating to official governing body agendas, documents, reports and related correspondence and materials
• Innovative and positive leader, with the ability to create operational efficiencies and to assert a positive influence on the division and City-wide
• Cultivates positive relationships within and outside the organization
• Demonstrates a public service ethic, who emphasizes doing what’s right and what is consistent with the City’s Mission, Vision and Values
• Adaptable, flexible attitude with the ability to adjust to changing demands while thriving in a fast paced environment
• Politically astute and has demonstrated experience working with elected and appointed officials, City management and department heads, City staff members, special interest groups, and community members
• Experience training and supervising staff with the review, processing and maintenance of documents relating to City Council and other public meetings
• Strong customer-service focused, both for internal and external customers
• Knowledge of Federal, State, and municipal laws and procedures relating to the maintenance of municipal records
• Thorough knowledge of modern records management techniques, including legal requirements for recording, retention, and disclosure
• California Elections laws and procedures
• Reporting requirements of the Political Reform Act of 1979, as amended, the Brown Act, Public Records Act, Maddy Act, and other pertinent legislation/regulatory requirements
• Current personnel and administrative practices
• Ability to plan, organize, and direct the activities of a diversified city clerk function
• Ability to identify and respond to issues of concern from management, staff, and the City Council
• Ability to assist in the development of comprehensive strategic plans for present and future divisional services
• Ability to analyze technical and administrative obstacles, identify solutions, project outcomes, and take or recommend appropriate actions
• Ability to forecast and plan for future needs
• Ability to properly interpret and apply pertinent laws, regulations, ordinances, and policies
• Ability to read and interpret legal documents
• Ability to direct and coordinate municipal elections
• Ability to organize and maintain accurate records
• Ability to foresee trends in records management and retention and implement upgrades to City systems
• Ability to manage the division’s operations and activities and to direct the work of employees
• Ability to coordinate and lead Citywide changes to records management, public meetings, and other items under the purview of the City Clerk’s Office
• Ability to analyze, interpret, and apply laws and regulations affecting the City Clerk’s functions
• Ability to provide information to the public and City Council in a clear and concise manner and communicate clearly and concisely, verbally and in writing
• Ability to prepare and administer a department budget
• Ability to use appropriate office and computer equipment and applications
• Ability to think creatively
• Ability to apply technology to enhance the services provided by the City Clerk’s Office
• Possession of a Bachelor's degree from an accredited college or university with major coursework in business or public administration, public policy or a closely related field.
• Five years of progressively responsible government experience including records management, agenda and minute preparation, and complex administrative functions typically associated with a City Clerk's office
• A minimum of two years lead or supervision experience, of which some must be in a City Clerk's office.
• A California driver’s license and a satisfactory driving record are conditions of initial and continued employment.

Nice To Haves

• Certified Municipal Clerk (CMC) designation from the international Institute of Municipal Clerks (IIMC), within three years of appointment.
• Notary Public possession and maintenance preferred.

Responsibilities

• Administering the Citywide Records Management Program, including retention, preservation, and accessibility of official City records
• Ensuring compliance with the California Public Records Act and related transparency requirements
• Coordinating and administering City Council meetings, including agenda preparation, publication of meeting materials, and maintenance of official minutes
• Ensuring City Council meetings comply with the California Brown Act and applicable state laws
• Serving as the City’s Elections Official and overseeing municipal elections in accordance with the California Elections Code
• Providing election guidance and support to candidates and officeholders
• Monitoring and administering compliance with the Political Reform Act, ethics requirements, campaign filings, and conflict-of-interest disclosure obligations
• Maintaining official legislative records, including ordinances, resolutions, contracts, and other City actions
• Maintaining and updating the Municipal Code and ensuring accurate documentation of legislative history
• Administering boards and commissions processes, including recruitment, appointments, vacancies, terms, and records
• Serving as custodian of the City Seal and authenticating official City documents
• Preserving permanent government records and ensuring the integrity and accessibility of official documents
• Providing administrative support to the City Council and executive staff on governance, legislative processes, and compliance matters
• Promoting transparency, accountability, and public access to City information
• Applying knowledge of municipal law, open meeting requirements, records management practices, and election procedures
• Managing complex administrative projects requiring accuracy, confidentiality, organization, and collaboration with elected officials, staff, and the public
• Organizes, coordinates, and manages all programs, services, and activities of the City Clerk's Office; coordinates administrative responsibilities including budget preparation, financial management, contract administration, and personnel administration for the City Clerk's Office.
• Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk’s Office; establishes, within City policy, appropriate budget, service, and staffing levels.
• Develops and manages the Clerk/Administrative Services and City Council annual budget; recommends staffing, equipment, materials, and supplies; monitors the approved budget and implements adjustments as necessary.
• Selects, appoints, motivates, and directs assigned personnel; provides or coordinates staff training; works with employees on performance issues in collaboration with Human Resources; takes official disciplinary actions, responds to staff questions and concerns.
• Contributes to the overall quality of services delivered by the City Clerk's Office by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs; initiates or conducts special studies as assigned and prepares reports with recommendations for appropriate action.
• Documents, maintains, and disseminates actions of the legislative bodies.
• Prepares or directs preparation of City Council meeting agendas, agenda packets, and meeting calendars, records City Council minutes and follows up on action items.
• Manages the Citywide document and records management program including ensuring Citywide compliance with County, State, and Federal regulations; updating and maintaining the Retention Schedule; implementing policies and procedures for the transfer, archiving, and destruction of City records, manages the electronic content management system; coordinates responses and responds to the Public Record Act requests; serves as the custodian of the City Seal.
• Plans, organizes, and directs the conduct of municipal elections; ensures the legality of the proceedings in accordance with state and local election and campaign financing laws; serves as the City’s Election Officer per California Elections Code.
• Serves as the municipal filing officer as provided for by law, and oversees, coordinates, and implements the City’s Conflict of Interest Code.
• Provides professional analysis and advice to candidates, the City Council, City Manager, City departments, and City boards, commissions, and committees related to areas of responsibility.
• Participates in committee, staff, City Council, and other public agency meetings and conferences.
• Makes presentations to the City Council, boards, commissions, and committees; citizen groups, and other public agencies.
• Monitors changes in laws and regulations regarding public records, public meetings, noticing requirements; advises the City Manager and City Council regarding constraints of local and state legislation; implements policy and procedural changes as required.
• Oversees and maintains the City website pages for the City Clerk, Election, and City Meetings pages,
• As a member of the City’s Executive Management Team, assists the City Manager in the overall administrative and policy planning process of the City;
• Promotes the City’s Mission to make Concord a city of the highest quality by providing responsive, cost-effective, and innovative government services; understands and subscribes to the Vision and Values Statement adopted by the City.
• Performs other duties as required.

Benefits

• Participation in CalPERS pension, tiered based on date of hire
• A variety of health care plans or a cash-in-lieu benefit of $200 if waiving coverage
• City-paid dental insurance; employee-paid vision insurance
• Vacation accruals starting at 15 days per year, 12 days of sick leave per year, 11 paid holidays per year, plus 80 hours of administrative leave per year
• Generous tuition reimbursement program
• 401(k) and 457 deferred compensation plans, including an employer paid contribution of 3% plus $2000 annually
• Flexible spending accounts (FSAs) for healthcare, dependent care and commuting costs
• Life insurance in the amount of twice the annual salary (up to $400,000 max) and disability insurance
• A wellness program that offers annual health expos, health and nutrition education, as well as a variety of mental health resources

What This Job Offers

• Job Type: Full-time
• Career Level: Manager