Council Approves Description Of City Clerk's Duties

Article Source: City of San Bruno CA

DATE: February 27, 2018

TO: Honorable Mayor and Members of the City Council

FROM: Connie Jackson, City Manager

SUBJECT: Adopt Resolution Amending the City Classification Plan by Adopting Revised Position Description for City Clerk

BACKGROUND:

The position of City Clerk has been elected since the City of San Bruno's incorporation in December 1914. Under state law the only qualifications for the elected position of City Clerk are that candidates must be at least 18 years old and registered voters in the city.

Over the course of the last century since the City incorporated, the requirements and functions of the City Clerk position has become vastly more complex. In addition to being responsible for recording actions of the City Council and creating City Council meeting minutes and preparing and distributing City Council meeting agenda packets, the City Clerk must be thoroughly familiar and knowledgeable in the application of literally dozens of complex state laws and procedures, including the Brown Act, the Political Reform Act, the Public Records Act, campaign finance laws and reporting regulations and the Elections Code among others.

Recognizing the increasing complexity of the City's operations related to the City Clerk position, the City's increasing need for dedicated, professional and technical expertise in this important area of the City's operation and the specialized education and experience required to properly perform these critical duties, at the May 26, 2015 City Council meeting, the City Council approved a resolution authorizing a measure to be placed on the November 2015 general municipal election ballot to determine whether the positions of City Clerk should be changed from elected to appointive. Measure "U" was placed on the ballot at the 2015 general election and was approved with just over 50% of the voters participating in the election voting in favor.

The City Council approved the job description for the appointed City Clerk position at the April 11, 2017 City Council meeting and determined that the City Clerk would report directly to the City Council.

DISCUSSION:

The former elected City Clerk's term ended in December 2017. In order to recruit and attract the most qualified City Clerk applicants, the City hired the recruiting firm, Ralph Anderson and Associates to conduct a comprehensive and extensive recruitment process. Interviews for City Clerk candidates were conducted on January 20, 2018. The City subsequently identified two candidates to schedule follow up interviews in order to determine a finalist to move forward for hire. Subsequently, the City Council determined to continue advertisement and recruitment of additional candidates for the position.

In order to attract a broad range of qualified candidates, the City revised the City Clerk job description to allow a more flexible background of education and experience. In addition to a candidate possessing a bachelor's degree and two years of work experience in a City or County Clerk's Office to qualify for the position, the revised job description includes an alternative to the bachelor's degree. A candidate could qualify by obtaining certification as a Certified Municipal Clerk (CMC) and working five years in a City or County Clerk's office. To earn the CMC designation, a Municipal Clerk must attend extensive education programs and must obtain relevant administrative and clerk experience in a municipality.

Staff is recommending revising the City Clerk job description to include the additional language as a substitution for a bachelor's degree to allow for a wider applicant pool in a new City Clerk recruitment process.

FISCAL IMPACT: No fiscal impact.

RECOMMENDATION:

Adopt Resolution Amending the City Classification Plan by Adopting Revised Position Description for City Clerk

ALTERNATIVES:

1. Direct other changes to the City Clerk job description

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Position Description

CITY CLERK

DEFINITION

Under general supervision of the City Council, the City Clerk directs the compilation, retention and maintenance of all documents and records related to the City Council, commissions and committees, supervises a comprehensive records management program; and to provides highly responsible and complex administrative support to the City Manager and City Council.

SUPERVISION RECEIVED

The City Clerk works under general supervision of the City Council.

SUPERVISION EXERCISED

The City Clerk provides direct supervision Over lower level administrative staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Maintain custody of official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance and surety documents, minutes and legal library; certify copies as required.

Act as custodian of the City's seal, vital documents and records.

Coordinate and attend all meetings of the City Council; coordinate and participate in the preparation, review and editing of .City Council agendas, minutes and staff reports; ensure compliance with legal requirements.

Initiate actions, required as follow up after City Council meetings, including acknowledging communications, publishing and matting notices and recording documents.

Oversee and participate in the development and administration of the City Clerk's Office budget; forecast funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Perform conflict of interest and campaign fund reporting functions.

Receive and process formal petitions relating to affidavits of candidacy, campaign contribution and expenditure reports, financial disclosure statements, initiatives, referendums and recalls; examine and certify results.

Coordinate and conduct all regular and special municipal elections; prepare appropriate election-related resolutions and ordinances for Council adoption; prepare election booklet and all forms necessary for candidates to run for office; research election laws; administer all election-related processes, initiatives, recalls and referendums; register voters.

Compose and oversee the preparation of resolutions, ordinances, commendations, proclamations reports and correspondence to citizens, legislators and various agencies; compose administrative and legislative policies for Council and City Manager approval.

Oversee legal publishing, posting and mailings; review documents to ensure compliance with legal requirements; forward to appropriate office.

Administer the City's Records Management Program, which includes tasks such as document imaging, records retention, records destruction, indexing of all City Council actions, and indexing all City contracts; responds to request for City records covered under the Public Records Act; maintain the San Bruno Municipal Code, initiating and coordinating updates, codification, and supplementation of the Code.

Provide official notification to the public regarding public hearings including legal advertising of notices; attest, publish, index and file ordinances and resolutions.

Receive and file claims, subpoenas and summons; prepare and certify information and/or provide disposition.

Administer oaths, affirmations, acknowledgments and certifications.

Serve as liaison for the City Clerk's Office with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues.

Provide responsible staff assistance to the City Manager; provide staff support to boards, commissions and committees; prepare and present staff reports and other necessary correspondence.

Administer requirements of Political Reform Act and regulations of Fair Political Practices Commission.

Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned area; recommend and administer policies and procedures

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within City policy, appropriate service and staffing levels.

Plan, direct, coordinate and review the work plan for assigned services; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.

Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

MINIMUM QUALIFICATIONS

Education and Experience

Graduation from an accredited college or university with a bachelor's degree in public administration, business administration or a closely related field and five (5) years of progressively responsible administrative experience in the field of records management, including a minimum of two (2) years in a City or County Clerk's Office.

OR

A minimum of five (5) years of experience in a City or County Clerk's Office and certification as a Certified Municipal Clerk (CMC) may be substituted for the bachelor's decree.

California Notary Public preferred.

Knowledge of:

Operational characteristics, services and activities of the City Clerk's Office; principles and practices of program development and administration; principles and practices of municipal budget preparation and administration; principles of supervision, training and performance evaluation; principles and practices of records management including records retention laws, policies and procedures; modern office procedures, methods and equipment; business English and mathematics; principles and methods of record keeping and report writing; pertinent Federal, State and local laws, codes and regulations.

Ability to:

Manage, direct and coordinate the work of staff; select, supervise, train and evaluate staff; oversee and direct the operations, services and activities of the City Clerk's Office; develop and administer and efficient records management system; comply with all posting and publication guidelines; conduct all regular and special municipal elections; develop and administer, program goals, objectives and procedures; prepare and administer large and complex budgets; prepare clear and concise administrative and financial reports; research, develop and prepare ordinances, resolutions, contracts and technical reports; respond tactfully, clearly, concisely and appropriately to inquiries from the public, press and other agencies on sensitive issues in area of responsibility; operate and use modern office equipment including and supporting word processing and spreadsheet applications; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; research, analyze, and evaluate new service delivery methods and techniques; interpret and apply Federal, State and local policies, laws and regulations; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contracted in the course of work; maintain physical duties appropriate to successful performance of assigned duties and responsibilities.

SPECIAL REQUIREMENTS:

Ability to obtain and maintain a valid California drivers license.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee is frequently required to sit, talk and hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. Employee must maintain physical condition appropriate to performance of job duties which may include sitting for long periods of time and operating assigned office equipment, and maintain stamina to attend and participate in evening meetings as assigned.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Incumbents generally work in an office environment with extensive public contact. Incumbents may be required to work in the field on occasion. The noise level in the work environment is usually quiet, but can be moderately noisy. The noise level when in the field can be quite noisy.

SELECTION GUIDELINES AND GENERAL INFORMATION

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Effective Date: April 11, 2017 Resolution Number 2017-36 Revision History:

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FULL Council Agenda Packet WITH Staff Reports can be viewed and downloaded from:

https://sanbruno.ca.gov/gov/elected_officials/city_council_minutes_n_agendas.htm

This document should be available late Friday before the Tuesday Council Meeting

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Robert Riechel

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My Posts: http://patch.com/users/robert-riechel

Photo Credit: San Bruno CA Patch Archives

Source Credit: San Bruno CA City Council

Web Site: https://sanbruno.ca.gov

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