Assistant City Clerk

The City of Oakland is currently recruiting to fill an Assistant City Clerk vacancy with the Office of the City Clerk. Under direction of the City Clerk, the incumbent oversees the day-to-day operations of the Agenda Management Services and the Election and Political Compliance Services divisions of the Office of the City Clerk; and performs related duties as assigned. The working environment is fast-paced, multi-task and deadline driven, and requires the use of discretion, initiative and independent judgment in dealing with confidential information. Responsibilities require contact with the public, Mayor, members of City Council, government officials, community representatives, and business organizations. The nature of work for this position requires an extended work schedule which also includes attending weekly legislative meetings.

Ideal Candidate:

The ideal candidate will be an individual having strong personal and professional integrity and ethics. A team builder and leader. Desirable knowledge, skills and abilities include: solid management and analytical skills; the ability to identify people and organizational opportunities; decisiveness; excellent interpersonal skills; and an appreciation for working with others to accomplish goals. Strong administrative, fiscal and personnel management experience.

This position is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules.

Examples of Duties:

Typical duties may include, but are not limited to the following:

• Oversee the day-to-day functional operations of the Agenda Management Services and the Election and Political Compliance Services divisions of the Office of the City Clerk.
• Supervise the preparation and distribution of the City Council and Redevelopment Successor Agency, City Committees agenda; ensure that calendar and agenda packets are compiled, assembled, and distributed to the appropriate officials and interested parties are notified.
• Maintain and administer the City’s Electronic Agenda Management System (Legistar).
• Perform the duties of the City Clerk in her absence or as directed.
• Attend City Council and other meetings, as assigned.
• Develop policies and procedures for departmental operations; assist in developing short and long range planning for departmental activities.
• Supervise the preparation and distribution of various publications, such as the Oakland Municipal and Planning Codes; Office of the City Clerk Brochure, and other related publications; review and update procedure manuals including forms, documents, new legislation and new programs.
• Supervise, train, hire and evaluate personnel in assigned program areas; assist in development and monitoring of performance plans.
• Work directly with Alameda County Registrar of Voters for conduct of all municipal elections for members of government, Oakland School Board, and City ballot measures; prepare resolutions for City Council approval for call of and when relevant consolidation of municipal elections with federal elections; coordinate voter registration programs; answer inquiries; prepare Council resolution for certification of elections results.
• Administer oaths of office to various individuals including newly hired police, officer, and newly appointed board or commission members by assignment of the City Clerk.
• Oversee the elected and public officials, as well as candidates and political action committees, with the filing of Economic Interest Statements and Campaign Disclosure Statements and the filing of Conflict of Interest Statements and lobbyist reports.
• Oversee the preparation, distribution and receipt of candidate packets; collection of filing fees; oversee the nomination verification process for all candidates and incumbents; notify candidates of results; compile and prepares Sample Ballot Booklet for typesetting and printing; conduct random draw to determine order of candidate names; respond to candidate challenges.

Minimum Requirements for Application:

The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification.

Education:

A Bachelor’s degree from an accredited college or university in public administration, business administration or a related field. A Master’s degree from an accredited college or university in public administration, business administration or a related field is highly desirable.


Experience:

Five years of progressively responsible work experience in a City Clerk’s office in a large city comparable to the size of Oakland, or a metropolitan area with a population of at least 100,000. Comparable public sector or not-for-profit work experience will also be considered. Two (2) years of experience must be at a supervisory level.

Knowledge of:

• Governmental administration including municipal government administration, city legislation, elections, bond issues and other related activities.
• Parliamentary procedures.
• Principles and practices of organization, management, supervision and training.
• Principles and practices of records management systems.
• Basic computer applications.
• Public contact and community relations skills.
• Budget development and administration.
• Methods of research, analysis and preparation of written reports.

Ability to:

• Supervise and direct multiple and diverse functions.
• Plan, assign, supervise, train and evaluate assigned staff; train staff in work methods and procedures.
• Perform legislative duties under stressful circumstances where it is required to observe and enforce deadlines.
• Establish, evaluate and implement administrative/operational policies, practices and procedures.
• Read, interpret and apply legal requirements of a municipal City Clerk’s office including City of Oakland requirements.
• Coordinate the development and production efforts of staff towards established goals and objectives.
• Manage record and filing system.
• Communicate effectively in both oral and written form.
• Prepare and administer a department budget.
• Prepare and analyze complex reports of a general or technical nature.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.

License or Certificate / Other Requirements:

Incumbents in this position are expected to operate automotive vehicles in the performance of assigned duties. Due to the nature of the assignment and the hours worked, public transportation may not be a cost effective or efficient method for traveling to the various locations required. Individuals who are appointed to this position will be required to maintain a valid California Driver’s License throughout the tenure of employment OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties.


State of California Notary Public License and Certification as a Certified Municipal Clerk (CMC) or Certified Records Manager (CRM) are desirable.

Supplemental Information:

How to Apply

Apply prior to the closing time of the job announcement and allow at least an hour to submit your application if you are a new user on the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY . Please be sure to scan and attach any applicable certifications you would like to submit to your on-line application. You may apply and view current openings by visiting our employment opportunities webpage at: http://agency.governmentjobs.com/oaklandca/default.cfm

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also work stations at the Department of Human Resources Management, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Work stations are available during regular business hours (normally 9:00 a.m. to 5:00 p.m.).

Our on-line application system is provided by NeoGov. If you have problems while applying online, please contact the Help Desk at (877) 204-4442.

You may also call the City of Oakland Department of Human Resources Management at (510) 238-3112 for information.

The City of Oakland is an EEO/ADA Employer.