City Clerk

City of Bishop

3d•Onsite

About The Position

The City Clerk serves as a key administrative leader within the City of Bishop and provides critical support to the City Administrator and City Council. This position ensures the transparency, compliance, and efficient operation of municipal government by managing official records, coordinating legislative processes, and supporting civic engagement. DEFINITION To perform highly responsible administrative support to the City Administrator and the City Council including preparation and recording of the activities and decisions of the City Council; process and maintain official City documents and records and ensure compliance with legal requirements for municipal records management; administrate municipal elections; and to serve as City Clerk and Risk Manager. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the City Administrator May exercise functional or technical supervision over clerical staff.

Requirements

At least eight (8) years of progressively responsible experience in an administrative or managerial role within a municipal organization, including experience supporting public meetings, records management, or governmental operations.
Bachelor’s degree from an accredited college or university with major coursework in public administration, business administration, or a related field.
Strong organizational and administrative leadership skills
Exceptional communication and business writing abilities
Ability to maintain confidentiality and manage sensitive information
Strong understanding of municipal legislative processes and compliance requirements
Ability to work collaboratively with elected officials, City staff, outside agencies, and the public
Skilled at managing multiple priorities while maintaining accuracy and professionalism
Modern municipal administrative methods and procedures, organizations, and functions.
Principles of public and business administration including municipal finance, and risk management administration.
Current social, political, and economic trends that may effect the running of municipal government.
Applicable Federal, State, and Local laws, rules and regulations regarding local government operations.
Principles of effective public relations and inter-relationships with community groups and agencies, private businesses and firms, and other levels of government.
Provide effective leadership and coordinate the various activities of a municipal organization.
Analyze, interpret, summarize and present administrative and technical information and data in an effective manner.
Appraise situations and people accurately and quickly and adopt an effective course of action.
Serve effectively as the administrative agent of the City Administrator.
Select, supervise, train, and evaluate staff.
Follow oral and written directions; utilize proper English usage, spelling, vocabulary, grammar, and punctuation; strong business writing and communication skills.
Take minutes of public meetings; communicate effectively with individuals and in group settings in written and oral form.
Develop and maintain effective and cooperative working relationships with the City Administrator, City Council, City staff, outside agencies and the public; work independently and with the City Administrator exercising sound judgment and decision making skills, problem analysis and resolution.
Utilize a variety of computer software applications including word processing at a minimum speed of 60 wpm; spreadsheet applications; utilize modern technology and equipment; organize and prioritize work to accomplish goals within required time frames; maintain confidentiality and handle sensitive information; work necessary hours and time to accomplish goals, objectives and required tasks; attend meetings in the evenings as required.
Understand pertinent Federal, State, and Local laws, Codes, Rules and Regulations related to the responsibilities of the City Clerk’s Office including but not limited to the Ralph M. Brown Act, the California Elections Code as it relates to municipalities, California Public Records Act, Conflict of Interest regulations, Political Reform Act, and other related reporting requirements.
Provide information and organize material in compliance with all laws, regulations and policies.
Respond or direct appropriately inquiries, complaints, and requests from the public.
Communicate clearly and concisely, both orally and in writing.
Cross train so as to perform administrative tasks for other Administrative Staff as required.
Eight years of progressively responsible experience in an administrative, managerial, or staff capacity in a municipal organization, involving the responsibility of the planning, organization, implementation, and supervision of varied work programs.
Equivalent of a bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a closely related field.

Nice To Haves

A Certified Municipal Clerk (CMC) designation is highly desirable.
A Certified Municipal Clerk (CMC) designation is highly desirable.

Responsibilities

Preparing and coordinating City Council agendas, staff reports, and meeting materials
Recording and maintaining official minutes and legislative actions of the City Council
Managing and preserving official City records, including ordinances, resolutions, contracts, and archives
Ensuring compliance with open meeting laws, public records requirements, and other municipal regulations
Administering and coordinating municipal elections in partnership with the County of Inyo
Serving as filing officer for Fair Political Practices Commission (FPPC) documents and Statements of Economic Interest
Providing administrative support to the City Administrator and City Council
Managing the City’s Municipal Code and legislative records
Assisting with risk management functions, including coordination of claims reporting and insurance documentation
Providing information and assistance to the public and City staff regarding City processes and records
Organize and prepare agendas and staff reports for City Council meetings; prepare applicable public notices for agenda items as needed; attend regular and special Council meetings to oversee or perform the recording, preparation, and maintenance of notes and minutes of proceedings and record in the official minute books
Receive, prepare and process actions of the City Council with respect to resolutions, ordinances, petitions, bids, agreements and other documents; prepare follow-up correspondence on City Council actions; prepare proclamations as directed; receive, index, classify, purge, and file records applicable to official actions taken by the City Council; plan and participate in the publication, filing, indexing and safekeeping of all proceedings of the City Council
Provide official notification to the public regarding public hearings including legal advertising of notices; certify City documents; attest to proper execution of all public documents; serve as custodian of official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance, and minutes; certify copies as required
Administer the candidate process and other related election activities for municipal elections or special elections consolidated with County of Inyo general elections in November on even-numbered years; coordinate with County of Inyo elections office; ensure compliance with Local, State, and Federal laws
Record and certify all Ordinances and Resolutions; maintain Ordinance book and Resolution files; and maintain the City’s Municipal Code in both its’ paper and on-line versions
Help manage and produce the City’s annual Fee Schedule to establish current fees and charges for City services; annually establish a timeline for processing department requests for changes pursuant to the Municipal Code and State law to become effective at the beginning of each fiscal year; schedule and notice public hearings as required
Distribute and process Fair Political Practices Commission documents and materials; serve as filing officer for statements of economic interest for elected officials, candidates, and designated employees as required by law
Provide support services to the City Administrator and City Council by assisting with correspondence, conference reservations, scheduling of meetings coordinating special events, and ordering supplies
Assist the public and City staff by answering questions or directing questions to the proper department, providing information, and researching assistance
Prepare, administer, and file oaths of allegiance for City employees and Commissioners; prepare and file oaths of office for elected officials
Receive and transmit accident reports, potential claims, and claims filed against the City to the insurance carrier and City Attorney; participate in annual reports required by the California Joint Powers Insurance Authority
Assist other Administrative staff when available
Develop and distribute annual calendars for the City Council and Commission meetings
Perform other duties for the City Administrator as assigned