City Clerk

IDEAL CANDIDATE

The ideal candidate will be a dynamic and responsive individual committed to public service who thrives in a fast-paced environment. Sacramento is a charter city with a City Clerk, City Manager, City Attorney and City Treasurer appointed as charter officers by the Mayor and City Council. In collaboration with each other, these charter officers carry out the policies set forth by the Council and the duties specific to each office. Strong communication and cooperative relationship skills are essential to the success of the Sacramento City Clerk. In addition, the selected candidate will demonstrate responsive, confident and apolitical leadership with a history of working effectively with elected and appointed officials, both within and outside the City environment.

The new City Clerk will join a cohesive team of City department directors and managers

who are dedicated to serving all City residents, voters, businesses, and visitors. A demonstrated ability to succeed in a large complex organization will be expected.

As a leader and mentor who is dedicated to excellence, he/she will maintain a reputation that serves to attract and retain outstanding talent who attend to the daily tasks and responsibilities under the Office of the City Clerk. This proven ability to create and maintain a supportive, collegial and empowering culture that encourages new ideas and ongoing professional growth will be carefully assessed.

The City of Sacramento values its good governance initiatives and the ideal candidate will continue to set best practices in 24/7 transparency using the most effective technology possible.

Experience and applicable knowledge in all areas of responsibility under the Office of the City Clerk purview is required; including, but not limited to:

• Legislative and Administrative Support to Legislative Bodies:
  • Agenda Material/Meeting Attendance
  • Legislative Document Management (Minutes, Resolutions, Ordinances, etc)
• Custodian of Citywide Records and Public Records Act Request Management
• Municipal Elections and Campaign Filings
• Initiative Petitions and Referendums
• Good Governance Initiative/Compliance
  • Sunshine Ordinance
  • Ethics Code
  • Ethics Commission Support
• Department Management Functions
  • Human Resources
  • Budget Management

THE POSITION

Under legislative authority and executive-level policy direction from the City Council, the City Clerk performs executive management duties by overseeing the activities and functions of the Office of the City Clerk including supervision of staff; performing highly advanced administrative tasks as prescribed by the City Charter, City Code, State Law, and various ordinances and resolutions; initiates, develops, and implements policies and procedures to execute the laws and administer the work of the Office of the City Clerk; maintains and disseminates records of action of governing bodies, municipal ordinances, resolutions, codes and other government documents; provides highly responsible and complex administrative support to the members of the City Council.

DISTINGUISHING CHARACTERISTICS

This is a single-position executive-level classification. The City Clerk is appointed by the City Council, and serves as the principal executive officer for the Office of the City Clerk. Duties are administrative/analytical and unusually difficult and complex in nature, involving highly specialized administrative, clerical, and supervisory duties related to the administration of the City Government. The incumbent has functional authority/ responsibility for overseeing activities that have a Citywide legislative and policy impact, and for overall management of the day-to-day operations of the Office. Through legislative and policy direction the incumbent serves as the liaison between members of the City Council and the public. This classification is distinguished from the Assistant City Clerk in that the former is appointed by, and serves at the pleasure of the City Council and assumes full management responsibility for all City Clerk’s Office services and activities.

SUPERVISION RECEIVED AND EXERCISED

Executive-level policy direction is provided by the City Council, though the City Clerk’s authority and responsibilities are primarily established by City Charter and State Law. The incumbent has broad supervisory authority over a diverse group of supervisory, technical, and support positions whose incumbents perform the full range of City Clerk activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Establishes department goals, objectives, policies and priorities; identifies resource needs; develops policies and procedures required for effective development and implementation in support of mission, vision, and goals; develops, directs and manages department budget; assesses and monitors workload administration and support systems; assign duties and examines work for exactness, neatness and conformance to policies and procedures; supervises staff.
• Serves as custodian of official City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, and contracts, easements, deeds, bonds or other documents requiring city certification.
• Attends and opens regular and special city council meetings; oversees or performs an accurate recording of the proceedings; preparation of the minutes proper legislative terminology; distributes information as requested; acts as filing officer for filings and conflict of interest statements; responsible for the cataloging and filing of City records; codify and maintains the City’s Municipal Code.
• Administers and directs the posting, mailing and publication of legally required notices of public hearings, including City Council, committee, special agency and authorities meetings, in accordance with the Brown Act; responsible for the preparation and distribution of agendas, materials, minutes and records of meetings; administers the provisions of the Political Reform Act and the Freedom of Information Act.
• Coordinates and conducts Municipal elections, both regular and special; manages the receipt and processing of petitions relating to initiatives, recalls and referendums; acts as filing officer for local campaigns; develops and implements On-Line Campaign Filing and committees for the reporting of expenditures and contributions received as prescribed by State law.
• Responsible for the City’s Good Governance program including the requirements established by the Sunshine Ordinance with direct oversight of the Compliance Officer’s workplan for providing visibility and awareness of the City’s Code of Ethics and administrative support for the Ethics Commission.
• Provides technical and administrative assistance to members of the City Council; responds to citizen inquiries and resolves difficult and sensitive complaints; provides notary service to City documents, City staff and the general public; prepares City Council reports, memoranda, correspondence, and other informational materials.
• Oversees the general administration of the Office of the Clerk and Council Operations including budget preparations, general accounting and personnel support, and other administrative support.
• Performs other or related duties as assigned.

QUALIFICATIONS:

Knowledge of:

• Modern and complex principles and practices of City Clerk services programs development and administration.
• Election laws and procedures; political reform requirements.
• Thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure.
• Principles and practices of effective management and supervision.
• Principles and techniques of official record keeping and management; modern office procedures.
• Pertinent Federal, State, local laws rules and procedures.
• Municipal government, structure and organization of council/manager form of government
• Brown Act, Maddy Act, Parliamentary Procedures.
• Sufficient mathematical skills for appropriate budget management.
• Report writing techniques and statistical concepts and methods.

Skill in:

• Public speaking.
• Document preparation; report writing.
• Records management.
• Use of modern office equipment including computers, computer applications and software.

Ability to:

• Plan, organize, direct, and supervise the work of subordinate staff; delegate authority and responsibility.
• Plan, organize, and facilitate meetings.
• Prepare and make effective presentations to large and sometimes difficult groups.
• Work long and varied hours, including evenings and/or weekends if required; works under pressure and time constraints.
• Establish and maintain cooperative working relationships with elected officials, department heads, outside agencies, and the general public, including people of diverse backgrounds and interests.
• Comprehend and implement complex and comprehensive laws and regulations.
• Communicate clearly and concisely, verbally and in writing.

EXPERIENCE AND EDUCATION

Experience:

Five years of complex and supervisory analytical work in a City clerk’s office, including at least two years at a management level managing complex projects, elections, economic filings, records management, staff supervision, and general office administration. Ideally, such experience should have been gained in a large (population 250,000 or higher) metropolitan jurisdiction.

Education:

Graduation from an accredited college or university with a Bachelor’s degree in public or business administration, human resource management, political science, public relations, or a related field.

Substitution:

Up to two years of additional qualifying experience may substitute for two years of the required education.

Proof of Required Education: Proof of education such as college transcripts and degrees must be submitted to the City of Sacramento Employment Office in person, as an attachment(s) to the online application, or fax to (916) 596-1556 by the the day the application is submitted. If submitting in person or via fax, please include your name and Exam #020008-17 on your documents.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted before you will be considered for any positions

SPECIAL QUALIFICATIONS

• Must be bondable, upon appointment.
• Possession of notary public certification, with in six months of appointment.
• Possession of a Certified Municipal Clerk Certificate and Master Municipal Clerk Certificate, or ability to possess a Master Municipal Clerk Certificate within one year of appointment.
• Possession of a valid California Class C Driver’s License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

THE SELECTION PROCEDURE:

1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application to the Employment Office by the final filing deadline:

• Employment applications must be submitted online; paper applications will not be accepted.

Employment applications will be considered incomplete and will be disqualified:

• If applicants do not list current and past job-related experience in the “Work Experience” section. Note: Qualifying experience is based on 40 paid hours per week (pro-rated if less than 40 hours/week).
  
• If “see resume” is noted in the “Work Experience” section; a resume will not substitute for the information required in the “Work Experience” section.
• Proof of required education and/or degree equivalency must be submitted online with your application, delivered in person, or sent to the Employment Office by fax or mail by the final filing deadline.

2. Screening Committee : (Pass/Fail)– Human Resources will evaluate employment applications for the minimum qualifications stated on the job announcement.

3. Conviction Questionnaire : Human Resources will notify candidates who met the minimum qualifications by email to complete and submit the “Conviction Questionnaire”. The notification will provide each candidate with instructions on how to sign into his/her GovernmentJobs account and retrieve the “Conviction Questionnaire”. Promptly follow the instructions and respond to the questionnaire within 72 hours from the date of the email notification . Failure to complete this step by the deadline will result in your application not being forwarded to the hiring department for further consideration.

4. First Interviews : Human Resources will forward qualified applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an oral interview process.

5. Second Interviews : A recommendation of the top candidate(s) resulting from the first interview process will be forwarded to Council. Council Members will review the top candidates, conduct second-round interviews, and forward their recommendation to the City Manager’s Office for final action.

QUESTIONS:

For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• Visit the City of Sacramento Human Resources Department website at http://www.cityofsacramento.org/hr/employment/index.cfm ;
• Send an email to employment@cityofsacramento.org ;
• Call the Human Resources Department at (916) 808-5726; or
• Visit the Human Resources Department at Historic City Hall, 915 I Street, Plaza Level, Sacramento, CA 95814.