Town Clerk

DEFINITION:
 
Under administrative direction, plans, organizes, and provides direction and oversight to and participates in all Town Clerk functions and activities, including the custody, access, and archiving of public records, public information, filing officer services, election services, and the legislative function; provides complex assistance to Town management staff and the Town Council in areas of expertise; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED:
                                        
Receives administrative direction from the Town Manager or designee.  Exercises general supervision over assigned administrative support staff.
 
CLASS CHARACTERISTICS:
 
This is a management classification that directs and participates in all activities of the Town Clerk's office, including serving as the Town's official record custodian and coordinating election activities.  Responsibilities include coordinating the activities of the Town Clerk's Office with those of other elected and appointed officials that relate to the Town Clerk function.  The incumbent is accountable for accomplishing goals and objectives for the office and for furthering Town goals and objectives within general policy guidelines.

Examples of TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 

• Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the office.
• Contributes to the overall quality of the office's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and Town needs.
• Serves as the official record keeper of the Town, providing for the preparation, indexing, and retention of meeting notifications, agendas, minutes, ordinances, resolutions, contracts, bids, franchise agreements, codes, deeds, easements, bonds, historic records, and related documents in accordance with State law.
• Responds to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person's right to inspect public records of the Town is upheld; provides Brown Act training and support to elected and appointed officials and staff.
• Attends Town Council and related meetings; serves as Secretary to the Town Council, including preparing agendas and public notices, providing, recording, and transcribing minutes of the proceedings.
• Follows up on Council actions; attests, publishes, and posts ordinances and resolutions, executes legal contracts, oversees the recording of documents, and prepares follow-up correspondence.
• Administers Town elections for candidates, Town ballot measures, and initiatives, referendums, and recalls, administering the candidacy and nomination process, providing information to candidates regarding procedural and disclosure requirements, publishing election notices and results within legal guidelines, certifying canvass of returns, and processing campaign expenditure forms.
• Maintains the Town's Municipal Code by tracking ordinances and providing for their publication and distribution; administers updates of the Municipal Code.
• Plans, oversees, and coordinates the processing of claims, subpoenas, and summons against the Town; delegates the gathering of necessary information; interacts with other Town staff, the Town Attorney, and insurance representatives regarding claims.
• Plans, develops, and administers the Town's records management program, including providing for the safekeeping of critical records and historic documents of the Town, and records retention scheduling and disposal; scans documents into LaserFische Document Imaging system; manages the Town's electronic records management system.  
• Oversees and maintains the entire Town website.
• Writes and distributes press releases; maintains a database of contacts for the distribution of public information items.
• Performs activities and functions of the Public Information Officer. 
• Notarizes documents for Town business and the general public.
• Administers the oath of office.
• Prepares and monitors budgets for the Town Clerk's Office, Town Council and other functions as assigned.
• Provides administrative support to the Town Council and Town Manager.
• Administers, coordinates, and implements Filing Officer services pursuant to the Political Reform Act, including Statements of Economic Interests, Campaign Statements, and Conflict of Interest code; ensures that all notifications and conflict of interest forms are maintained and kept up-to-date.
• Manages the Town's Accepting Agency Passport Program including overseeing agents, proper forms and security measures; accepts and processes applications for passports. 
• Prepares and directs the preparation of a variety of correspondence, agendas, reports, procedures, ordinances, and other written materials.
• Monitors changes in laws, regulations, and technology that may affect office operations; implements policy and procedural changes as required.
• Performs other duties as assigned.

QUALIFICATIONS:
 
Knowledge of:
 

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation and supervision of staff.
• Principles and practices of budget development, administration, and accountability.
• Principles, practices, and procedures related to public agency record keeping, municipal elections, and the Town Clerk function.
• Functions, authority, responsibilities, and limitations of an elected Town Council.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Public relations and public information principles and practices.
• Applicable Federal, State, and local laws, codes, and regulations.
• Principles and practices related to parliamentary procedure and conflict of interest.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and Town staff.

• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Meet all legal requirements of the function in a timely and effective manner.
• Oversee and coordinate maintenance of the official records of the Town.
• Prepare official minutes, resolutions, and ordinances.
• Coordinate municipal elections within legal guidelines.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear, accurate, and concise reports, correspondence, policies, procedures, and other written materials.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Communicate clearly and effectively information, data and instructions to the Public, both verbally and in written content. 
• Interpret, explain, and ensure compliance with applicable Federal, State, and local laws, codes, and regulations Town policies, procedures, and ordinances.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Effectively represent the Town Clerks' office and the Town in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations and in meetings with individuals.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

• Possession of a valid Class C California Driver's License. 
• Possess and maintain certification as a Notary Public. 
• Possess and maintain Certification as a Certified Municipal Clerk by the International Institute of Municipal Clerks.
• Possess and maintain a Passport Acceptance Agent Certificate.

Veteran's:

To Establish Eligibility for Veteran's preference for open recruitments, applicants must attach a DD214 or other documentary evidence to this application. 

PHYSICAL DEMANDS:
 
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various Town and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.  Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 25 pounds.
 
ENVIRONMENTAL ELEMENTS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
 
DISASTER SERVICE WORKER:
 
All Town employees are, by State and Federal law, Disaster Service Workers.  The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code.  In the event of a declaration of emergency, any employee of the Town may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property.  Such assignments may require service at locations, times, and under conditions that are significantly different from the normal work assignments and may continue into the recovery phase of the emergency.  If a "Local Emergency" is declared during the employee's shift, the employee will be expected to remain at work due to the emergency needs of the community.  If a "Local Emergency is declared outside of the employee's shift, the employee must make every effort to contact his/her direct supervisor or department head to obtain reporting instructions as a Disaster Service Worker.