City of Cerritos

SALARY: $11,103.00 – $13,726.00 Monthly

CLOSING DATE: 2/5/2025 5:00 PM Pacific

Description

Tentative Interview: February 10, 2025

Under direction of the City Clerk, plans, organizes, directs, and supervises the daily operations of the City Clerk’s Office. The incumbent performs a variety of difficult, complex, specialized, and highly responsible administrative support duties, including City Council meeting support and the management and coordination of official City documents and records; performs a wide variety of complex and responsible administrative and supportive duties in support of activities in the City Clerk’s Office; performs the duties of City Clerk in the absence of the City Clerk; supervises and oversees the processing and maintenance of City records, reports, and documents; takes and prepares minutes of City Council meetings in the absence of the City Clerk; performs related work as required. 

Examples of Duties

  • Assists and supports the City Clerk in conducting elections, administration of state campaign and disclosure laws and City’s conflict of interest code; assists with special projects and research assignments; provides support in preparation, development, processing, maintenance, and retention of official City documents and records.
  • Monitors and manages maintenance and operation of the document imaging system; assists public with the research and retrieval of records, such as agendas, staff reports, ordinances, resolutions, minutes, deeds, and other information.
  • Prepares the Department budget; forecasts business needs and assists with the administration audits of office systems and programs. 
  • Receives and responds to inquiries from the public and City staff regarding official records, City Council actions, and interpretation of related laws, policies, and procedures.
  • Observes and oversees daily operations of the City Clerk’s Office; performs duties and responsibilities of the City Clerk in his or her absence.
  • Prepares and maintains official records and legal documents, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, and other legal documents and official records of the City Council.
  • Attends City Council meetings and transcribes minutes as requested; prepares, proofs, and edits minutes and other documents.
  • Organizes, administers, maintains, and monitors the filing of Campaign Disclosure Statements and Statements of Economic Interest as required by the Fair Political Practices Commission (FPPC).
  • Responds to questions from the legislative body, staff, and the public regarding official documents or actions of the City; explains policies and procedures related to agenda preparation, submittal, and related matters.
  • Initiates and coordinates accurate and timely processing of legal documents, including claims, summons, subpoenas, agreements/contracts, deeds, resolutions, and ordinances.
  • Manages and coordinates publication, posting, and distribution of legal notices for public meetings and hearings; ensures compliance with legal requirements for open meetings of City-wide Boards, Commissions and Committees.
  • Oversees, trains, prioritizes, and reviews work assignments; monitors, assesses and documents employee performance; prepares and discusses performance evaluations.
  • Oversees and ensures proper follow-up on administrative Council actions.
  • Assists in planning and conducting of City elections and other legal requirements of the City Clerk’s Office.
  • Facilitates and supports City-wide records management, including retention and destruction policies; assists in complying with government codes for a comprehensive records management program.
  • Administers the City Clerk pages of the City’s website, including supervision and coordination of updates to the site on a regular basis to ensure information provided to the public is current; and develops and implements new pages as directed by the City Clerk.
  • Interacts and communicates with a variety of individuals and groups, including the City’s Charter employees, Department Heads, supervisors, employees, customers, other departments, elected and appointed officials, and the general public.
  • Maintains current information on legal trends affecting the City Clerk’s Office, including Federal, State, and local regulations regarding elections, Political Reform Act, FPPC regulations, the Ralph M. Brown Act, the Maddy Act, Public Records Act, and other related legislation.
  • Organizes and manages document management system; directs implementation and recommends technology solutions and information management solutions for City-wide records management.
  • Administers oaths, certifies documents, and notarizes City and public documents.
  • Consults and advises on Freedom of Information Act/California Public Records Act Requests.
  • Prepares responses for proposals; provides proposal recommendations; assists City Clerk in administering awarded contracts.
  • Provides training and technical and functional instruction to subordinate City Clerk Office staff.

Typical Qualifications

Knowledge of:

  • Procedures of the City Clerk’s Office.
  • Local elections in accordance with Federal, State, County, and local requirements, including stand-alone elections.
  • Correct English usage, spelling, grammar and punctuation.
  • Legal requirements related to agenda preparations, meeting proceedings, and related record keeping and maintenance, planning and administering municipal elections, and Political Reform Act reporting requirements.
  • Procedures and requirements for developing, maintaining, and archiving municipal records; imaging technology.
  • Personal computer systems, including Windows, Networking, word processing, spreadsheet, and database systems.
  • Principles and practices of municipal government administration.

Ability to:

  • Assist in the planning and coordination of the processing and storage of documentation and other related materials for City Council meetings, including, but not limited to agenda, agenda materials, minutes, ordinances, resolutions, and other official documents.
  • Supervise and manage several projects at the same time and review matters, with attention to accuracy and detail.
  • Employ strong critical thinking skills to address complex issues.
  • Prepare accurate minutes of multi-participant meetings.
  • Operate a personal computer in the windows environment with proficiency and desire to learn and become proficient with software applications and related hardware requirements.
  • Communicate clearly and concisely, orally and in writing.
  • Track, research, interpret, present positions of support or opposition to, and implement applicable local, state, and federal laws and regulations including, but not limited to, those which impact and apply to the legal and regulatory compliance and corporate governance functions of the Department.
  • Adapt to changing circumstances and manage multiple priorities.
  • Maintain discretion and confidentiality as related to the City’s municipal corporate affairs, its elected and appointed officers, and public employees.
  • Lead and motivate a diverse team.
  • Meet with the public, understand their questions and respond effectively; assist the public, City officials, City staff and others in research and obtain answers to questions regarding City business.
  • Maintain complex records, summarize written material, and interpret a wide variety of documents, including contracts and ordinances.
  • Assist in the implementation of open meeting and election laws and political reform requirements.
  • Provide information and organize material in conformance with policies and regulations.
  • Establish and maintain effective work relationships with those contacted in the performance of required duties.
  • Enter data accurately.
  • Compose clear, concise, and accurate minutes, correspondence, reports, and documents.
  • Independently compose correspondence and reports.

Minimum Qualifications: Education and Experience

  • Education: Bachelor’s degree in Public or Business Administration or a related field. 
  • Experience: Five (5) years of increasingly responsible experience in a City Clerk’s office or providing support to a City Clerk, Board, Commission, or other city administration body with activities in records management, developing agenda, taking, and transcribing minutes and election procedures. 

Physical and Environmental Condition

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work is performed primarily indoors in an office environment. 
  • Possible exposure to the elements and the incumbent may be exposed to heat and cold.
  • Sitting for prolonged periods of time using a computer keyboard and screen.
  • Standing, walking, twisting, reaching, bending, crouching, and kneeling.
  • Mobility, vision, hearing, and dexterity levels appropriate to the duties to be performed.
  • Grasping, pushing, pulling, dragging, and lifting boxes and files weighing up to 30 pounds.

Required Licenses and Certificates

  • Posses a valid California class “C” driver’s license. 
  • Possess California Notary Public Commission, within the probationary period. 
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