Under administrative direction of the City Manager’s Office, organizes, coordinates, and administers the daily operations of the City Clerk’s Office including agenda management, legislation, and records management; organizes and conducts municipal elections; serves as a member of the City’s Management Team; and performs other duties as assigned.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.
Administers daily functions of the City Clerk's Office; interprets City ordinances and policies in coordination with the City Manager, and consultation with the City Attorney's Office.
As the Political Reform Act official, coordinates the filing of campaign financial statements, conflict of interest disclosures, and similar matters.
As the Brown Act official, compiles, prepares, and reviews the City Council, Housing Authority, and Successor Agency agenda, agenda reports, and minutes in order to ensure the accuracy and completeness of information.
As part of the Public Records Act administration, manages official city documents and records, including indexing, preservation and archiving programs, retention schedules, and research and retrieval systems; coordinates the handling of public records requests.
Manages the preparation of the official records and archives of the City, including ordinances, resolutions, contracts, agreements, deeds, and minutes; implements document preservation, retention, and destruction policies in consultation with City departmental representatives.
Verifies that contracts, agreements, bonds, affidavits, and other legal documents are complete, accurate, and properly authorized and executed.
Organizes, prepares, produces, and distributes agenda and agenda packet materials.
Attends City Council meetings and oversees the recording of all official proceedings; directs the publication, filing, indexing, and safekeeping of all proceedings of the City Council.
Maintains the City's Charter and Zoning Codes; determines placement and assigns new article and section numbers for new revisions and additions to the City Charter and Zoning Codes; assists departments in the formatting of resolutions and ordinances.
Coordinates the City Clerk's Office and Records Management Department activities with those of other departments and outside agencies and organizations; prepares and presents staff reports and other necessary correspondence.
Administers Municipal Elections; ensures conformance to Elections Code and Government Code; advises candidates, City officials, and designated employees of Political Reform Act filing requirements.
Prepares and administers the budget for the City Clerk/Record functions.
Provides official notification to the public regarding public hearings including legal advertising of notices.
Officiates at bid openings.
Researches and prepares data for City Council, staff members, other governmental agencies, citizens, and news media; answers questions and gives out information on the telephone, by correspondence, and in person, and complies with authorized public records requests.
Conducts the recruitment and appointment process for membership on boards, commissions and foundations.
California Code and California Code of Regulations; Municipal Code and related local ordinances; California Public Records Act; California Brown Act; California Political Reform Act; California Elections Code and practices; records management, retrieval, and archiving systems; public contract administration practices; public noticing requirements; budgeting practices; principles and practices of sound business communications; principles and techniques of employee supervision and evaluation; research methods; records management practices; effective customer service techniques.
Plan, manage, and coordinate the services of the City Clerk’s Department, including programs, projects, and related functions; select, assign, train, supervise, analyze and solve problems; lead or conduct research of codes, ordinances, and resolutions; take minutes; use computer hardware and word processing, spreadsheet, and other software programs; communicate effectively, both orally and in writing; make effective public presentations; follow oral or written instructions; establish and maintain effective working relationships with staff, management, legal counsel, vendors, contractors, consultants, government officials, general public, and others in the course of work.
Experience: Five years of increasingly responsible administrative support experience including significant experience in a City Clerk’s Office dealing with records management and municipal elections. Prior administrative experience as a Deputy or Assistant City Clerk is highly desirable.
Education: Bachelor’s degree with courses in public administration, records management, public policy or related field.
Licenses, Certificates; Special Requirements:
Valid Class C California driver license, acceptable driving record, and evidence of insurance are required.
Notary Public Commission within one year of assignment to this position.
Certified Municipal Clerk (CMC) designation within two years of assignment to this position.
Must be able to attend City Council meetings and other agency, professional, and community meetings that may be held outside of normal working hours.
Applicants must submit a detailed cover letter and resume no later than Thursday, September 2, 2021. Email cover letter and resume to HR@lomalinda-ca.gov All resumes will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. Successful candidates will be placed on the employment eligible list from which hires may be made. The list is valid for up to one year, unless exhausted sooner.
Additional Salary Information: COMPENSATION & BENEFITS
Salary: Determined by the candidate’s qualification including applicable experience and education.
Paid Leave: 208 – 368 hours/year (depending on years of service).
Sick Leave: 48 hours/year.
FLSA Exemption Status: Exempt
Administrative Leave: 80 hours/year.
Credit For Prior Service: If a person was employed with another government agency immediately prior to his/her appointment to a City position, full or partial credit may be allowed by the City Manager for that service time in establishing the employee's accrual rate.
Holidays: 11 City-observed holidays, and one additional Floating Holiday.
Work Schedule: 4/10 work week (Monday – Thursday)
Retirement: Enrollment in the California Public Employees Retirement System (CalPERS)*
Classic CalPERS Member: 2% @ 55, 7% employee contribution
New CalPERS Member: 2% @ 62, 6.75% employee contribution
* Member contribution subject to change
Social Security/Medicare: Full-time miscellaneous employees contribute 6.2% of their taxable earnings to FICA (Social Security) and 1.45% of their taxable earnings to Medicare.
Cafeteria Plan (Medical, Dental, & Vision Insurance): The City provides a $1,742 monthly allotment for insurance programs and/or deferred compensation. The employee may select from many medical, dental and optical plans depending on individual needs and insurance level required. Insurance coverage is effective thirty (30) days from the first of the month following your date of hire.
About City of Loma Linda
The City of Loma Linda is a balanced blend of quality residential, industrial, and commercial developments; is freeway close to beaches, mountains, ski and desert resorts; and is also the home of the world-renowned Loma Linda University Medical Center. Incorporated in 1970, Loma Linda is located in the Redlands/San Bernardino area, 60 miles east of Los Angeles, has a population of 24,000 and encompasses 7.8 square miles.