Government Jobs
City Clerk's Office Administrative Assistant
This recruitment is to establish an eligibility list of qualified candidates to fill one (1) current full-time vacancy within the City Clerk's Office. The ideal candidate will be dedicated to maintaining outstanding customer service, great attitude, shows a record of success, has a passion for public service. The incumbent will help cultivate a positive working environment, providing a welcoming and approachable atmosphere for employees, peers, and the public. Must be able to work confidentially with discretion, transparency, integrity, and accuracy. This recruitment is open until filled but can close at any time with or without prior notice. Interested individuals are encouraged to apply immediately. Applications are reviewed on a continuous basis. Candidates who best meet the minimum qualifications will be invited to continue in the selection process. A first review of applications will take place on August 18, 2025. This position is a benefited, management, full-time, exempt position working hours to be assigned at the discretion of the City Manager and elected City Clerk. Candidates may be required to work irregular hours, various shifts, weekends, holidays and/or on-call status. Under the direction and general supervision of the City Manager and elected City Clerk, performs a variety of highly responsible and complex administrative tasks for the City Clerk's Office including the preparation and organization of agendas for the City Council, various City Commissions, Agencies, Boards and Committees; dictation and preparation of minutes from City Council, various City Commission, Agency, Board and Committee meetings; legal filings required by the Fair Political Practices Commission, election agencies, etc., monitors and ensures compliance with the Brown Act, documents the legislative history of official City actions; acts in an official capacity on behalf of the City Clerk in his/her absence; manages the official records of the City in compliance with the Public Records Act and the City's adopted records retention schedule; assists in the maintenance of official city documents and records and the conduct of municipal elections; performs a variety of specialized clerical duties; acts in official capacity on behalf of the City Clerk in his/her absence; performs other duties as required. Receives general direction from the City Manager and the elected City Clerk. Exercises direct supervision over assigned administrative staff. Prepares, reviews and evaluates employees' job performance and administer disciplinary action when appropriate. Essential duties include, but are not limited to, the following: Assists the City Clerk in planning, coordinating and supervising the office's activities; assists with preparation and distribution of City Council, various City Commission and Board agendas; attends City Council meetings, takes and prepares minutes and correspondence; maintains a comprehensive indexing and filing system for City Council actions and directives, such as resolutions and ordinances. Maintains official records and files related to all City resolutions and ordinances; prepares, processes, distributes and posts public notices, bulletins and contracts following applicable procedures; prepares ordinances and resolutions. Processes and maintains records for all city contracts; processes legal notices to newspapers; completes, distributes and files ordinances and maintains and updates the Municipal Code; types a wide variety of correspondence; sets up and maintains records of appointments to City boards, commissions and committees; check deeds, agreements, claims, lawsuits, certificates and other documents for completeness and conformance with applicable codes and laws. Assists with the maintenance and updating of general City records; provides information on actions and resolutions to others; maintains records on expiration dates of agreements; assists with the conduct of municipal elections; transcribes dictation; provides general information to office visitors and telephone callers; distributes and files ordinances and resolution; provides work direction to other offices; certifies and mails proper staff notification of hearings and actions; coordinates mandatory Ethics and Harassment training for elected and appointed City Officials; serves as City Clerk in the Clerk's absence. Knowledge of: Correct usage of English, grammar, spelling and punctuation; Legal requirements, procedures and policies of the office of the City Clerk; General municipal and departmental organization and administration; Legal documents and contracts; Modern principles and practices of office management, recordkeeping and central filing systems; Election codes and administration, including conflict of interest requirements; Laws and procedures affecting public access to information; Principles of work direction and office organization; Principles and practices of management and supervision; Principles and practices of municipal budget preparation and administration. Ability to: Perform varied and difficult office and clerical work requiring independent judgment; Maintains confidentiality; Interpret, explain and work in accordance with a wide variety of codes, laws and ordinances; Maintain effective centralized recordkeeping and filing systems; Assist with administering municipal elections; Insure the proper notification and public dissemination of information concerning official City actions; Assist in coordinating the work of office staff; Initiate correspondence and carry out procedural assignments independently; Take dictation at a rate of 80 works per minute and transcribe it accurately; Type at a rate of 60 words per minute from clear copy; Effectively represent the City Clerk's functions and City policies with individuals, organizations, representative of the media, legal officials and representatives of other governmental organizations; Perform a variety of secretarial and technical clerical duties; Establish and maintain cooperative working relationships with co-workers, private agencies, City Council, Commissioners, Board Members, community groups and the general public. Experience: Three years of progressive secretarial or administrative level work in a municipal government agency, preferably within a City or County Clerk's office. Work experience involving extensive public contact is desirable. Education: Bachelor's Degree in Business Administration or Public Administration or related field is desirable. Must obtain Certified Municipal Clerk certification (CMC) within first year of employment. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by-case basis. Position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper, and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. This job specification should not be interpreted as all-inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all duties at all times. However, incumbents must be able to perform the essential duties, with or without accommodation for disability at any time while holding this position.
This recruitment is to establish an eligibility list of qualified candidates to fill one (1) current full-time vacancy within the City Clerk's Office. The ideal candidate will be dedicated to maintaining outstanding customer service, great attitude, shows a record of success, has a passion for public service. The incumbent will help cultivate a positive working environment, providing a welcoming and approachable atmosphere for employees, peers, and the public. Must be able to work confidentially with discretion, transparency, integrity, and accuracy. This recruitment is open until filled but can close at any time with or without prior notice. Interested individuals are encouraged to apply immediately. Applications are reviewed on a continuous basis. Candidates who best meet the minimum qualifications will be invited to continue in the selection process. A first review of applications will take place on August 18, 2025. This position is a benefited, management, full-time, exempt position working hours to be assigned at the discretion of the City Manager and elected City Clerk. Candidates may be required to work irregular hours, various shifts, weekends, holidays and/or on-call status. Under the direction and general supervision of the City Manager and elected City Clerk, performs a variety of highly responsible and complex administrative tasks for the City Clerk's Office including the preparation and organization of agendas for the City Council, various City Commissions, Agencies, Boards and Committees; dictation and preparation of minutes from City Council, various City Commission, Agency, Board and Committee meetings; legal filings required by the Fair Political Practices Commission, election agencies, etc., monitors and ensures compliance with the Brown Act, documents the legislative history of official City actions; acts in an official capacity on behalf of the City Clerk in his/her absence; manages the official records of the City in compliance with the Public Records Act and the City's adopted records retention schedule; assists in the maintenance of official city documents and records and the conduct of municipal elections; performs a variety of specialized clerical duties; acts in official capacity on behalf of the City Clerk in his/her absence; performs other duties as required. Receives general direction from the City Manager and the elected City Clerk. Exercises direct supervision over assigned administrative staff. Prepares, reviews and evaluates employees' job performance and administer disciplinary action when appropriate. Essential duties include, but are not limited to, the following: Assists the City Clerk in planning, coordinating and supervising the office's activities; assists with preparation and distribution of City Council, various City Commission and Board agendas; attends City Council meetings, takes and prepares minutes and correspondence; maintains a comprehensive indexing and filing system for City Council actions and directives, such as resolutions and ordinances. Maintains official records and files related to all City resolutions and ordinances; prepares, processes, distributes and posts public notices, bulletins and contracts following applicable procedures; prepares ordinances and resolutions. Processes and maintains records for all city contracts; processes legal notices to newspapers; completes, distributes and files ordinances and maintains and updates the Municipal Code; types a wide variety of correspondence; sets up and maintains records of appointments to City boards, commissions and committees; check deeds, agreements, claims, lawsuits, certificates and other documents for completeness and conformance with applicable codes and laws. Assists with the maintenance and updating of general City records; provides information on actions and resolutions to others; maintains records on expiration dates of agreements; assists with the conduct of municipal elections; transcribes dictation; provides general information to office visitors and telephone callers; distributes and files ordinances and resolution; provides work direction to other offices; certifies and mails proper staff notification of hearings and actions; coordinates mandatory Ethics and Harassment training for elected and appointed City Officials; serves as City Clerk in the Clerk's absence. Knowledge of: Correct usage of English, grammar, spelling and punctuation; Legal requirements, procedures and policies of the office of the City Clerk; General municipal and departmental organization and administration; Legal documents and contracts; Modern principles and practices of office management, recordkeeping and central filing systems; Election codes and administration, including conflict of interest requirements; Laws and procedures affecting public access to information; Principles of work direction and office organization; Principles and practices of management and supervision; Principles and practices of municipal budget preparation and administration. Ability to: Perform varied and difficult office and clerical work requiring independent judgment; Maintains confidentiality; Interpret, explain and work in accordance with a wide variety of codes, laws and ordinances; Maintain effective centralized recordkeeping and filing systems; Assist with administering municipal elections; Insure the proper notification and public dissemination of information concerning official City actions; Assist in coordinating the work of office staff; Initiate correspondence and carry out procedural assignments independently; Take dictation at a rate of 80 works per minute and transcribe it accurately; Type at a rate of 60 words per minute from clear copy; Effectively represent the City Clerk's functions and City policies with individuals, organizations, representative of the media, legal officials and representatives of other governmental organizations; Perform a variety of secretarial and technical clerical duties; Establish and maintain cooperative working relationships with co-workers, private agencies, City Council, Commissioners, Board Members, community groups and the general public. Experience: Three years of progressive secretarial or administrative level work in a municipal government agency, preferably within a City or County Clerk's office. Work experience involving extensive public contact is desirable. Education: Bachelor's Degree in Business Administration or Public Administration or related field is desirable. Must obtain Certified Municipal Clerk certification (CMC) within first year of employment. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by-case basis. Position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper, and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. This job specification should not be interpreted as all-inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all duties at all times. However, incumbents must be able to perform the essential duties, with or without accommodation for disability at any time while holding this position.