2018/04/24 City Council Resolution 2018-056RESOLUTION NO. 2018-056
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING THE POSITION TITLE, SALARY RANGE, AND ASSOCIATED JOB
DESCRIPTION FOR AN ASSISTANT CITY CLERK POSITION
WHEREAS, the Executive Assistant to the City Manager (EACM) position became
vacant and the City Clerk's Office assumed the job duties and responsibilities of the EACM
position; and
WHEREAS, staff analyzed the job duties that the EACM position provided to the City
Council and City Manager's Office and the City recruited for an Administrative Assistant
position in the City Clerk's Office instead of the allocated EACM position; and
WHEREAS, staff analyzed the job duties of the incumbent Deputy City Clerk and
determined that the job duties are more closely in alignment with that of an Assistance City
Clerk; and
WHEREAS, based on review of the needs of the City Clerk's Office and the City
Manager's office, staff has analyzed the associated costs and benefits and recommends the
elimination of the EACM position and reclassification of the Deputy City Clerk position and the
creation of the position of Assistant City Clerk; and
WHEREAS, staff has created the job description for the Assistant City Clerk position
that reflects the needs of the City; and
WHEREAS, staff has conducted a salary survey and recommends placement of the
Assistant City Clerk position in the Confidential Unit salary range 84 -CF ($5,869.00 - $7,134.94
monthly).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve the elimination of the position of Executive
Assistant to the City Manager, the addition of an Assistant City Clerk position with a job
description set forth in Exhibit A, which is attached hereto, and reclassification of the Deputy
City Clerk to Assistant City Clerk; and
BE IT FURTHER RESOLVED that the Assistant City Clerk position is established at
the salary range listed above; and
BE IT FURTHER RESOLVED that the position allocated in the FY 2017-18 budget is
changed from Deputy City Clerk to Assistant City Clerk.
DULY AND REGULARLY ADOPTED this 24th day of April, 2018.
CITY OF ROHNERT PARK
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Pam Stafford, Mayor
ATTEST:
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JoAnne M. Buergler, City C erk
Attachment: Exhibit A
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2018-056
City of Rohnert Park
ASSISTANT CITY CLERK
DEFINITION
Under general direction, the Assistant City Clerk performs a variety of highly responsible
and complex technical administrative activities in support of the operation of the City
Clerk's Office; provides and may supervise assigned administrative support for the City
Council and City Manager's Office; supports the City's records management and
document imaging program; assists with municipal elections and FPPC filings and
compliance; maintains various organizational policies, procedures and tracking systems
to ensure legislative compliance with government codes; and performs other related
duties as assigned.
DISTINGUISHING CHARACTERISTICS
The Assistant City Clerk is a lead position with responsibility for day-to-day activities in
the City Clerk's Office. It is distinguished from the Deputy City Clerk by the level of
independent decision-making and program oversight responsibility. The Assistant City
Clerk is distinguished from the City Clerk by the latter's overall responsibility for the City
Clerk's Office operations and position as official Clerk of the City Council and City's
Custodian of Records.
SUPERVISION RECEIVED/EXERCISED
General supervision is provided by the City Clerk. In the absence of the City Clerk, the
position reports to the City Manager. This position may provide lead supervision of
administrative support staff in the City Clerk and/or City Manager's Offices.
ESSENTIAL JOB DUTIES
(These duties are a representative sample; position assignments may vary)
• Provides general oversight for the day-to-day operations of the City Clerk's and
City Manager's Offices; monitors and supports activities; provides professional
and technical guidance to subordinate staff; interacts with the public as
intermediary for the City Manager; handles complaints and responds to
questions.
• Provides complex, responsible and confidential administrative support to the City
Council and City Manager including drafting policies, procedures, agenda items
and proclamations, making travel arrangements, scheduling executive calendars,
and overseeing arrangements and set-up for City presentations and large
community group meetings.
• Prepares City Council meeting agendas; compiles and distributes agenda
packets and related materials, memos, resolutions, ordinances, City Manager
reports and notices, proclamations, public recognition documents and
communications.
• Attends City Council meetings, takes minutes, and prepares official action
minutes.
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Assistant City Clerk
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• Prepares, signs, seals, certifies and processes City Council action items
including composing and preparing correspondence and advising various
individuals of City Council actions; directs publishing, posting, and mailing of
notices; attests, certifies, and records all ordinances, resolutions and
agreements; processes City Council meeting follow-up assignments and other
municipal legal documents.
• Prepares and posts legal and public notices as required by law for various
matters including public hearings, reading of ordinances, and notices for
available commission, committee and board positions.
• Processes and distributes signed contracts and/or agreements.
• Receives, processes, and files claims and lawsuits against the City; accepts and
processes subpoenas and Public Record Act Requests; assists the public and
City staff by providing information, research and reference assistance.
• Administers Oaths of Office to elected, appointed officials and city employees;
attests and/or notarizes City department documents.
• Assists with municipal elections and Fair Political Practices Commission filings.
• Designs and maintains web pages.
• Updates and posts to a wide variety of social media platforms.
• Participates in the development and administration of the department's budget.
• Provides a variety of information gathering and records retrieval research
services to the public and public officials regarding elections, local government
legislative processes and actions, and municipal corporate history.
• Assists in the administration of the City's records management and document
imaging program; guides departments in implementing procedures and policies
relating to the centralized storage of records and documents; advises on
methods of retrieval, retention, security, maintenance, and disposition of all
records materials.
• Assists in maintaining records of and carries out procedures for appointments to
City commissions, committees, and boards including preparation of Maddy Act
required notices.
• May serve on the Emergency Management Team in the event of a disaster or
emergency.
In performing the duties described above, the incumbent is expected to:
• Provide outstanding and friendly customer service
• Create and maintain a respectful and collaborative working environment
• Communicate honestly and behave in a manner that is ethical, legal and fiscally
responsible
• Demonstrates care for the organization, customers, and coworkers
• Performs work of the highest quality possible
• Practice and encourage initiative and innovation to improve the workplace
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Assistant City Clerk
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QUALIFICATIONS
Education and/or Ex erience
Sufficient education, training, and experience to successfully perform the duties of the
Assistant City Clerk are required and typically attained by achieving one or more of the
following:
• Equivalent to completion of the twelfth grade is required.
• Four (4) years of increasingly responsible experience in a Municipal Clerk's
Office or other public administration position; or an equivalent combination of
education and experience sufficient to successfully perform the essential duties
of the job as listed above.
• Completion of college -level course work related to area of assignment is
desirable.
• A Bachelor's Degree in a related field is desirable.
Licensing Requirements:
Positions in this class typically require:
• Possession of a California Class C Driver's License by date of appointment.
• Certification as a Notary Public within one (1) year of appointment.
• Completion of. California Municipal Clerk accreditation within three (3) years of
appointment.
Special Requirement:
• Per California State Law, smoking is not permitted inside City facilities/vehicles or
within 20 feet of main entrances, exits, and operable windows.
Knowledge of:
• Pertinent federal, state and local laws, codes, regulations including the Brown
Act, Public Records Act, Political Reform Act, Maddy Act and Elections Code;
City policies, rules, regulations and precedents related to the City Clerk and City
Manager's Offices and other departments affecting the operation of the City.
• California election law as it pertains to municipal elections and the regulations
and requirements for compliance with the Fair Political Practices Commission
(FPPC).
• Legal requirements regarding the preparation, maintenance, and retention of
municipal records.
• Principles and practices of organization and public administration; supervision,
training and performance evaluation; meeting protocol and parliamentary
procedures.
• Exemplary customer service skills, including proper English usage, spelling,
grammar, and punctuation.
• Modern office methods, procedures, and equipment and business letter writing;
basic financial recordkeeping techniques.
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Assistant City Clerk
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Business correspondence formatting; basic budgeting theories and principles.
Time management and calendaring techniques.
Operation of a standard office computer and related software and equipment
including significant knowledge of Microsoft Office Suite.
Skill to:
• Type at a minimum rate of 50 net words per minute from clear, legible copy;
operate a variety of standard office word processing, spreadsheet, publishing,
database management software and office computers to perform the duties of
the position.
Ability to:
• Effectively communicate clearly and concisely, both orally and in writing, with
elected officials, high level managers and members of the public with tact and a
high degree of political acumen;
• Operate computer equipment including word processing and other types of
software as required to fulfill essential duties and responsibilities;
• Properly interpret and apply federal, state and local laws, regulations, procedures
and policies;
• Establish and maintain effective working relationships with department and City
employees;
• Supervise subordinates if/as assigned;
• Perform complex analysis and research, identify alternative solutions, project
consequences of proposed actions, and implement recommendations in support
of goals;
• Prepare clear, concise and complete meeting documentation and other written
correspondence and reports;
• Independently monitor various deadlines and legal requirements for compliance
with Election Code and other regulations;
• Organize work, set priorities, meet critical deadlines and follow up on
assignments with minimal direction;
• Effectively present information and respond to questions from groups of
managers, clients, customers, and the general public;
• Maintain complex records and file systems including web -based and information
tracking data bases, summarize written material and interpret a wide variety of
documents including contracts, ordinances and policies;
• Work independently, maintain confidentiality and exercise good judgment in
carrying out assigned tasks; and
• Learn and utilize new technology.
Working Conditions:
Possess mobility to work in a standard office setting and use standard office equipment,
including a computer. Operate a motor vehicle to attend meetings and conferences.
This is primarily a sedentary office classification. The position also requires grasping,
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Assistant City Clerk
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repetitive hand movement, finger dexterity and fine coordination in preparing statistical
reports and data using a computer keyboard and calculator. Additionally, the position
requires near, far, and color vision in reading correspondence, statistical data, and
using the computer. Hearing and speech are required to communicate in person, before
groups and over the telephone. Employees must possess the ability to lift, carry, push
and pull materials and objects necessary to perform job functions. The position requires
standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping
in the performance of daily office activities. Work is performed in an office setting with
moderate noise levels, controlled temperature conditions and no direct exposure to
hazardous physical substances. Employees may encounter contentious individuals over
the phone and/or in person. Position may require_working nights and weekends.
FLSA Status: Exempt
Employee Unit: Confidential
Approved By:
Date Approved: