Definition

To plan, organize, and direct the activities of the City Clerk's Office, including preparation and recording of the activities and decisions of the City Council and the Redevelopment Agency, coordination of municipal elections and the codification and maintenance of official City records. 

Class Characteristics

This single-position classification is responsible for independently directing the activities of the Office of the City Clerk, and performing the functions of a City Clerk as specified in California laws, regulations, and the ordinances and policies of the City of Fremont.  The incumbent works primarily in an office environment, with extensive public contact and use of automated information and communications systems. 

Essential Functions

• Exercises responsibility for the organization, staffing and operation of the City Clerk's Office.
• Coordinates the activities of the City Clerk's Office with other City departments.
• Supervises assigned staff, including hiring, training, evaluating and taking personnel actions.
• Ensures accurate, up-to-date filing of City ordinances, agreements, resolutions and minutes of City Council, commissions and committees.
• Ensures City agreements, contracts and other legal documents are signed and recorded, associated records and documents are obtained and public notices and ordinances are published.
• Prepares or directs preparation of City Council agendas; attends meetings of the City Council and records City Council minutes; follows up on action items.
• Directs the operation of the city's centralized records system to assure system integrity; recommends system improvements and modifications.
• Coordinates the conduct of municipal elections and acts as liaison to the Alameda County Registrar's offices.
• Signs and certifies official City documents.
• Ensures compliance with the Fair Political Practices Act; administers State campaign financing and disclosure laws.
• Prepares and administers City Clerk's Office budget.
• Coordinates responses to requests for City records covered under the Public Records Act.
• Represents the City in contacts with the public, the community, community organizations and other agencies. 
• Provides administrative support to Mayor and City Council.
• Administers the procedure for City Council recruitment and appointment of boards, commissions and committee members.
• Administers oaths or affirmations and certifies copies of official records.
• Confers with and provides professional assistance to members of City departments in areas of City Clerk responsibility; represents the City in meetings with representatives of governmental agencies, business, professional, and community members.
• Monitors and maintains current knowledge of developments related to City Clerk matters; evaluates their impact upon City operations; recommends and implements policy and procedural improvements.

Marginal Functions

• May be assigned additional professional and/or managerial duties and responsibilities as necessary.
• Other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

Knowledge of:  Federal, state and local laws and regulations related to the duties and responsibilities of a City Clerk, including the Ralph M. Brown Act, the California Election Code as it applies to municipalities, California Public Records Act, California conflict of interest regulations, and other applicable codes and ordinances; the administration of elections and implementation of Fair Political Practices Commission regulations;  principles and practices of administrative management, including electronic document and records management and systems analysis and implementation; business English, spelling, grammar and punctuation; team building, problem solving and conflict resolution practices and techniques; project and workload planning; organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs; public information and communication techniques; principles and techniques of effective supervision; practices of budget preparation in the public sector.

Skill in and ability to:  Plan, organize, direct and supervise the work of the Office of the City Clerk; develop and implement goals, objectives, policies, procedures, work standards and internal controls; identify and respond to community and City Council issues, concerns and needs; attend City Council meetings; prepare clear, concise and complete meeting minutes and other reports and correspondence; coordinate municipal elections; ensure City compliance with public disclosure/notification statutes; direct the retention/destruction of official records in accordance with applicable laws and regulations; understand, interpret and explain codes, regulations and policies relevant to the function of the Clerk's Office; develop and maintain effective working relationships with City departments, City Council, other public and private entities and the public.

Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.

Education/Experience

Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying.  A typical way to obtain the required knowledge and skills would be:  Training and experience equivalent to completion of two years of college, and five years of experience in tasks common to programs carried out by a City Clerk, three years of which were at the supervisory level as a Deputy/Assistant City Clerk.  Possession of a Bachelor's degree from an accredited college or university in public administration, business administration, or a related field is desirable. 

Licenses/Certificates/Special Requirements

This position requires the ability to travel independently within and outside of the City limits to perform the assigned duties and responsibilities.

Physical and Environmental Demands

Rare = < 10%, Occasional = 11-33%, Frequent = 34-66%, Constant = >66%

Sitting:  Frequent
Walking:  Occasional
Standing:  Occasional
Bending (neck):  Frequent
Bending (waist):  Rare
Squatting:  Rare
Climbing:  Never
Kneeling:  Never
Crawling:  Never
Jumping:  Never
Balancing:  Never
Twisting (neck):  Occasional
Twisting (waist):  Rare
Grasp - light (dominant hand):  Frequent
Grasp - light (non-dominant):  Occasional
Grasp - firm (dominant hand):  Rare
Grasp - firm (non-dominant):  Rare
Fine manipulation (dominant):  Frequent
Fine manipulation (non-dominant):  Frequent
Reach - at/below shoulder:  Rare
Reach – above shoulder level:  Rare

Push/pull: 
Up to 10 lbs.  Rare
11 to 25 lbs.  Rare
26 to 50 lbs.  Never
51 to 75 lbs.  Never
76 to 100 lbs.  Never
Over 100 lbs.  Never

Lifting: 
Up to 10 lbs.  Rare
11 to 25 lbs.  Rare
26 to 50 lbs.  Never
51 to 75 lbs.  Never
76 to 100 lbs.  Never
Over 100 lbs.  Never

Carrying: 
Up to 10 lbs.  Rare
11 to 25 lbs.  Rare
26 to 50 lbs.  Never
51 to 75 lbs.  Never
76 to 100 lbs.  Never
Over 100 lbs.  Never

Coordination: 
Eye-hand:  Required
Eye-hand-foot:  Not required
Driving:  Required

Vision: 
Acuity, near:  Required
Acuity, far:  Required
Depth perception:  Required
Accommodation:  Required
Color vision:  Required
Field of vision:  Required

Talking: 
Face-to-face contact:  Required
Verbal contact w/others:  Required
Public:  Required

Hearing: 
Normal conversation:  Required
Telephone communication:  Required
Earplugs required:  Not required

Work environment: 
Works indoors, works outdoors, exposure to extreme hot or cold temperature, being around moving machinery, using computer monitor, works around others, works alone, and works with others.

Class Code:  1030
FLSA:  Exempt
EEOC Code:  1
Barg.  Unit:  UFO
Probation:   At will
Rev:  07/07