City of Montebello
DIRECTOR OF CITY CLERK SERVICES (PROMOTIONAL)
City of Montebello - Montebello, California, United States, 90640
Work at City of Montebello
Overview
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Overview
This is promotional-only recruitment. This opportunity is open exclusively to current employees of City of Montebello who meet the minimum requirements for the position.
APPLICATION FILING PERIOD
This recruitment is set to close on July 31, 2025, at 5:30 p.m. JOB SUMMARY: Under general direction from the City Manager, plans, organizes, manages, and directs the operations and services of the City Clerk’s Office, including the statutory responsibility of City Clerk, municipal elections, passport services, and records management; serves as a member of the City’s Executive Team and performs duties of Filing Officer/Official for the Fair Political Practices Commission; implements policies and procedures related to program areas within the City; coordinates activities with other City officials, department, outside agencies, organizations, and the public; provides responsible and complex staff support to the City Council, City Manager, Assistant City Manager, and other City staff; performs related duties as required.
DISTINGUISHING CHARACTERISTICS: The Director of City Clerk Services is an executive level classification in which the incumbent is expected to independently perform the full scope of all functions and operations of the City Clerk’s Office and is responsible for the activities of the Department, including fulfilling the statutory responsibilities of City Clerk, municipal elections, and records management. The incumbent is expected to exercise independent judgment and initiative in establishing efficient and effective departmental operations consistent with applicable laws, City policies, and administrative guidelines. The Director of City Clerk Services is distinguished from the elected City Clerk, as the City Clerk holds an elected and primarily ceremonial position.
DUTIES AND RESPONSIBILITIES: Accepts administrative responsibility for all of the City Clerk’s Office activities and services, including fulfilling the statutory responsibilities of City Clerk, municipal elections, and records management, and coordinating activities with other City officials, department, outside agencies, organizations, and the public.
Develops, implements, and maintains the City Clerk’s Office goals, objectives, priorities, policies, procedures, and work plan; works directly with City personnel in the development and interpretation of City and department policies; identifies and resolves problems and/or issues; ensures that goals are achieved.
Prepares, manages, and coordinates the development of the City Clerk's Office budget; prepares forecasts of necessary funds for staffing, materials, and supplies; presents, justifies, and defends programs, operations, and activities; monitors and approves expenditures; discusses and resolves budget issues with appropriate staff and implements adjustments as necessary.
Keeps accurate records of the proceedings of the City Council; ensures compliance with open meeting laws and posting requirements; collects and prepares City Council agenda packets, meeting minutes, and calendars; follows up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances, and vital records. Updates the Municipal Code to reflect actions of the City Council.
Records and maintains minutes, ordinances, and resolutions; publishes legal notices, hearings, ordinances, and street vacations; receives and opens bids; receives, accepts, and processes subpoenas and liability claims.
Oversees and administers the City’s receipt, production, and response to Public Records Act requests; oversees and administers the records management program’s retention, maintenance, and destruction of the City’s hardcopy and electronic records.
Plans, coordinates, and administers the City’s municipal elections and special elections, ensuring compliance with all local, state, and federal laws, including the Voting Rights Act; prepares appropriate resolutions and ordinances in conjunction with requirements for and results of the election; schedules and prepares necessary documentation for Council to certify elections; posts election results.
Serves as local filing officer pursuant to the Political Reform Act; monitors, coordinates, and administers various campaign disclosure filings and conflict of interest filings by candidates, Council, and designated employees ensuring compliance.
Oversees the processing of appointments, resignations, and terminations for all official City boards, commissions, and committees; ensures compliance with the Maddy Act.
Supervises staff and activities of the City Clerk’s Office; oversees the selection, training, and evaluation of subordinate staff; identifies and resolves staff’s areas for improvement; reviews he work of subordinate staff to ensure compliance with applicable federal, state, and local laws, codes, and regulations; administers discipline, if necessary.
Administers oaths or affirmations; certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents.
Manages the City’s Passport Program, including overseeing agents, proper forms, and security measures; accepts and processes applications for passports.
Provides assistance to the City Manager, Assistant City Manager, City Council, and City staff; serves as a technical resource; coordinates pertinent information, resources, and work teams necessary to support a positive and productive environment; drafts proposed resolutions and ordinances as directed; prepares correspondence, reports, and makes recommendations to the City Manager.
Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate and resolves public service complaints.
Attends and participates in professional and community meetings; stays current on industry trends and issues; responds to and resolves sensitive and complex community and organizational inquiries, issues, and complaints; establishes and maintains a customer service orientation within the department.
Establishes positive working relationships with representatives of community organizations, state and local agencies, City management and staff, and the public
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Associate’s Degree or equivalent in Public Administration, Business Administration, Political Science, Liberal Studies, or a closely related field; AND a minimum of four (4) years of increasingly responsible work experience in a City Clerk’s Office or in a similar public agency setting that included coordinating a comprehensive records management program involving the maintenance, retention, and disposition of a wide variety of records; three (3) years of supervisory or lead experience is preferred.
LICENSES/CERTIFICATIONS:
A valid California Class C driver’s license is required. A valid Notary Public License must be obtained within six (6) months of appointment to the classification. Designation as a Certified Municipal Clerk (CMC) and/or Certified Records Manager (CRM) is highly desirable.
KNOWLEDGE, SKILLS & ABILITIES REQUIRED:
Knowledge of:
Applicable federal, state, and local regulations; City codes, ordinances, and administrative rules and regulations affecting departmental operations and personnel matters, including the Brown Act, the Maddy Act, the California Elections Code, the Political Reform Act, the California Public Records Act, the Fair Political Practices Code (FPPC), the Public Records Act, Notary Public regulation. Legal standards governing records retention and destruction at the local, state, and federal levels. Principles, practices, and procedures related to both automated and manual records management, including micrographics, electronic imaging, information retrieval systems, and software applications used in maintaining municipal records. Principles and practices of budget development, administration, and management. Effective management and supervisory principles and practices. Software applications currently in use by the City, including records management, word processing, spreadsheet, and database applications. Modern office procedures and document preparation for optical scanning of records. Business correspondence and report preparation, proper written and spoken English, including spelling, grammar, and punctuation. Customer service principles and practices.
Ability to:
Analyze, identify, and correct problems in records management. Design and develop accurate record-keeping systems. Deal constructively with conflict and develop effective resolutions; manage multiple tasks, as well as determine priorities and adjust work schedules accordingly. Respond tactfully, clearly, concisely, and appropriately to inquiries from coworkers, management, other City employees, public officials, representatives from other agencies, and the general public. Establish and maintain effective working relationships with subordinates, coworkers, management, other City employees, public officials, representatives from other agencies, and the general public. Maintain a positive attitude and deal tactfully, politely, and effectively with City Councilmembers, Commissioners, senior staff, employees, and the general public. Act independently, follow through to ensure accuracy, exercise sound judgment within established guidelines, and maintain confidentiality; compose, compile, and maintain correspondence, special studies, statistical analysis, and prepare and edit reports. Plan and organize information in a manner that facilities understanding by employees and the public. Use proper English grammar and spell accurately; communicate effectively orally and in writing. Understand and carry out complex oral and written instructions. Operate office equipment, including computers and supporting work processing, spreadsheets, database applications, and specialized programs related to department operations. Learn and utilize new skills and information to improve job performance and efficiency. The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
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APPLICATION FILING PERIOD
This recruitment is set to close on July 31, 2025, at 5:30 p.m. JOB SUMMARY: Under general direction from the City Manager, plans, organizes, manages, and directs the operations and services of the City Clerk’s Office, including the statutory responsibility of City Clerk, municipal elections, passport services, and records management; serves as a member of the City’s Executive Team and performs duties of Filing Officer/Official for the Fair Political Practices Commission; implements policies and procedures related to program areas within the City; coordinates activities with other City officials, department, outside agencies, organizations, and the public; provides responsible and complex staff support to the City Council, City Manager, Assistant City Manager, and other City staff; performs related duties as required.
DISTINGUISHING CHARACTERISTICS: The Director of City Clerk Services is an executive level classification in which the incumbent is expected to independently perform the full scope of all functions and operations of the City Clerk’s Office and is responsible for the activities of the Department, including fulfilling the statutory responsibilities of City Clerk, municipal elections, and records management. The incumbent is expected to exercise independent judgment and initiative in establishing efficient and effective departmental operations consistent with applicable laws, City policies, and administrative guidelines. The Director of City Clerk Services is distinguished from the elected City Clerk, as the City Clerk holds an elected and primarily ceremonial position.
DUTIES AND RESPONSIBILITIES: Accepts administrative responsibility for all of the City Clerk’s Office activities and services, including fulfilling the statutory responsibilities of City Clerk, municipal elections, and records management, and coordinating activities with other City officials, department, outside agencies, organizations, and the public.
Develops, implements, and maintains the City Clerk’s Office goals, objectives, priorities, policies, procedures, and work plan; works directly with City personnel in the development and interpretation of City and department policies; identifies and resolves problems and/or issues; ensures that goals are achieved.
Prepares, manages, and coordinates the development of the City Clerk's Office budget; prepares forecasts of necessary funds for staffing, materials, and supplies; presents, justifies, and defends programs, operations, and activities; monitors and approves expenditures; discusses and resolves budget issues with appropriate staff and implements adjustments as necessary.
Keeps accurate records of the proceedings of the City Council; ensures compliance with open meeting laws and posting requirements; collects and prepares City Council agenda packets, meeting minutes, and calendars; follows up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances, and vital records. Updates the Municipal Code to reflect actions of the City Council.
Records and maintains minutes, ordinances, and resolutions; publishes legal notices, hearings, ordinances, and street vacations; receives and opens bids; receives, accepts, and processes subpoenas and liability claims.
Oversees and administers the City’s receipt, production, and response to Public Records Act requests; oversees and administers the records management program’s retention, maintenance, and destruction of the City’s hardcopy and electronic records.
Plans, coordinates, and administers the City’s municipal elections and special elections, ensuring compliance with all local, state, and federal laws, including the Voting Rights Act; prepares appropriate resolutions and ordinances in conjunction with requirements for and results of the election; schedules and prepares necessary documentation for Council to certify elections; posts election results.
Serves as local filing officer pursuant to the Political Reform Act; monitors, coordinates, and administers various campaign disclosure filings and conflict of interest filings by candidates, Council, and designated employees ensuring compliance.
Oversees the processing of appointments, resignations, and terminations for all official City boards, commissions, and committees; ensures compliance with the Maddy Act.
Supervises staff and activities of the City Clerk’s Office; oversees the selection, training, and evaluation of subordinate staff; identifies and resolves staff’s areas for improvement; reviews he work of subordinate staff to ensure compliance with applicable federal, state, and local laws, codes, and regulations; administers discipline, if necessary.
Administers oaths or affirmations; certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents.
Manages the City’s Passport Program, including overseeing agents, proper forms, and security measures; accepts and processes applications for passports.
Provides assistance to the City Manager, Assistant City Manager, City Council, and City staff; serves as a technical resource; coordinates pertinent information, resources, and work teams necessary to support a positive and productive environment; drafts proposed resolutions and ordinances as directed; prepares correspondence, reports, and makes recommendations to the City Manager.
Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate and resolves public service complaints.
Attends and participates in professional and community meetings; stays current on industry trends and issues; responds to and resolves sensitive and complex community and organizational inquiries, issues, and complaints; establishes and maintains a customer service orientation within the department.
Establishes positive working relationships with representatives of community organizations, state and local agencies, City management and staff, and the public
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Associate’s Degree or equivalent in Public Administration, Business Administration, Political Science, Liberal Studies, or a closely related field; AND a minimum of four (4) years of increasingly responsible work experience in a City Clerk’s Office or in a similar public agency setting that included coordinating a comprehensive records management program involving the maintenance, retention, and disposition of a wide variety of records; three (3) years of supervisory or lead experience is preferred.
LICENSES/CERTIFICATIONS:
A valid California Class C driver’s license is required. A valid Notary Public License must be obtained within six (6) months of appointment to the classification. Designation as a Certified Municipal Clerk (CMC) and/or Certified Records Manager (CRM) is highly desirable.
KNOWLEDGE, SKILLS & ABILITIES REQUIRED:
Knowledge of:
Applicable federal, state, and local regulations; City codes, ordinances, and administrative rules and regulations affecting departmental operations and personnel matters, including the Brown Act, the Maddy Act, the California Elections Code, the Political Reform Act, the California Public Records Act, the Fair Political Practices Code (FPPC), the Public Records Act, Notary Public regulation. Legal standards governing records retention and destruction at the local, state, and federal levels. Principles, practices, and procedures related to both automated and manual records management, including micrographics, electronic imaging, information retrieval systems, and software applications used in maintaining municipal records. Principles and practices of budget development, administration, and management. Effective management and supervisory principles and practices. Software applications currently in use by the City, including records management, word processing, spreadsheet, and database applications. Modern office procedures and document preparation for optical scanning of records. Business correspondence and report preparation, proper written and spoken English, including spelling, grammar, and punctuation. Customer service principles and practices.
Ability to:
Analyze, identify, and correct problems in records management. Design and develop accurate record-keeping systems. Deal constructively with conflict and develop effective resolutions; manage multiple tasks, as well as determine priorities and adjust work schedules accordingly. Respond tactfully, clearly, concisely, and appropriately to inquiries from coworkers, management, other City employees, public officials, representatives from other agencies, and the general public. Establish and maintain effective working relationships with subordinates, coworkers, management, other City employees, public officials, representatives from other agencies, and the general public. Maintain a positive attitude and deal tactfully, politely, and effectively with City Councilmembers, Commissioners, senior staff, employees, and the general public. Act independently, follow through to ensure accuracy, exercise sound judgment within established guidelines, and maintain confidentiality; compose, compile, and maintain correspondence, special studies, statistical analysis, and prepare and edit reports. Plan and organize information in a manner that facilities understanding by employees and the public. Use proper English grammar and spell accurately; communicate effectively orally and in writing. Understand and carry out complex oral and written instructions. Operate office equipment, including computers and supporting work processing, spreadsheets, database applications, and specialized programs related to department operations. Learn and utilize new skills and information to improve job performance and efficiency. The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
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