City Clerk

City Clerk

Under administrative direction plans, organizes and directs the activities and operations of the City Clerk's Office which include maintaining official City documents, records and central files of minutes, ordinances, resolutions, contracts, agreements and other legal documents; oversees and coordinates municipal elections; serves as the Custodian of Records; and performs related work as required.

Duties may include, but are not limited to the following :

• Administers and manages a variety of functions in the City Clerk's Office including statutory duties as established by Federal, State, and local laws such as the Elections Code, Government Code, Brown Act, Public Records Act, Political Reform Act, Voting Rights Act and Maddy Act.
• Plans, coordinates and prepares the City Council agenda and supporting documents for distribution.
• Plans, manages, and organizes municipal elections and special elections.
• Serves as the filing officer for campaign disclosure and statement of economic interests filings; manages the City's disclosure requirements for designated employees; ensures all candidates, political committees, elected officials, appointed officers and designated employees file in a timely manner.
• Plans, coordinates and supervises the classification, indexing and filing of City Council minutes.
• Manages the codification of the Lakewood Municipal Code and coordinates the updating of all Code books.
• Maintains custody of the City Seal, ensuring authentication of approved documents.
• Accepts legal service of claims, subpoenas and lawsuits filed against the City.
• Supervises, trains and evaluates the work of City Clerk' Office personnel.
• Oversees the operation of the City's records management program, including records preservation and destruction, and the City's document imaging system.
• Oversees the application process for the issuance of street closure / block party permits.
• Reviews and coordinates official notification to the public regarding public hearings, including legal advertising.
• Provides information and assistance to members of the public by locating documents and data and providing voter information.
• Responds to requests under the California Public Records Act.
• Acts as the City Council meeting secretary and takes and transcribes their minutes.
• Attends and participates in a variety of meetings.
• Prepares, manages and administers the City Clerk division budget.
• Notarizes City documents.
• Administers oaths and affirmations.
• Performs other related duties as required.

Education and Experience : Graduation from an accredited college or university with a Bachelor's degree in business administration, public administration or a closely related field, five years of increasingly responsible experience in complex administrative office work in a City Clerk's office which includes running municipal elections, records and files maintenance, agenda preparation, responding to Public Records Act requests and the interpretation of codes and ordinances and one year of supervisory experience.

License / Certifications :

Knowledge of : Applicable Federal, State and municipal laws and procedures; legal requirements and procedures of the office of the City Clerk; principles and practices of office management, records information management and file systems; rules, practices and requirements of California law for the management of municipal elections; general municipal organization and administration; knowledge of the Elections Code, Government Code, California Public Records Act, Ralph M. Brown Act, Political Reform Act Voting Rights Act and Maddy Act; principles and practices of effective supervision and training; principles and practices of budget preparation and expenditure control; operation of computers and common word processing, spreadsheet and presentation software used in the workplace.

Skills and Abilities : Plan, organize and direct the legally prescribed operations of the City Clerk's office; interpret, explain and work in accordance with a wide variety of laws, codes, and ordinances; coordinate municipal elections within legal guidelines; plan, organize and supervise the maintenance of an effective record keeping and filing system; take and transcribe council meeting minutes; prepare accurate and comprehensive reports; organize and prioritize a variety of projects and multiple tasks in a effective and timely manner; communicate effectively orally and in writing; establish and maintain cooperative effective relationships with City personnel, elected officials, outside agencies, and the general public; provide training and guidance to subordinates; operate a computer, using common word processing, spreadsheet and presentation software and other computerized equipment as required. Physical and Mental Demands : Ability to read, write, type, operate office tools and equipment such as a computer, calculator, typewriter, pencils and pens; the ability to drive City vehicles, be at work daily, communicate orally, in writing and over the phone; ability to lift and carry up to 25 pounds, and stand, walk, and sit for extended periods of time; and ability to see and hear within normal ranges.