HomeMy WebLinkAbout2014-01-28; City Council; Resolution 2014-0171 RESOLUTION NO. 2014-017
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, CREATING A REVISED JOB CLASSIFICATION AND AMENDING
THE GENERAL EMPLOYEES SALARY SCHEDULE
Clerk/Technician to appropriately describe the assigned responsibilities ofthis position within
the city organizational structure; and,
WHEREAS, it is necessary to revise the classification title of Deputy City Clerk/Technician
^ WHEREAS, it is necessary to revise the classification description of Deputy City
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IQ to Deputy City Clerk; and,
11 WHEREAS, it is necessary to revise the General Employees' Salary Schedule to reflect the
above change.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
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17 2. That the city adopt the revised job title and job classification of Deputy City Clerk as
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described in Exhibit 2, attached hereto and made a part thereof.
3. That the General Employees Salary Schedule be changed to reflect salary grade 49 for
the position of Deputy City Clerk.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 28*'' day of January, 2014, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
ATTEST:
BARBARA ENGLESON, Citf Clerk
Exhibit 2
CITY OF CARLSBAD
CLASS SPECIFICATION
JOB TITLE: DEPUTY CITY CLERK
DEPARTMENT: CITY CLERK'S OFFICE
BASIC FUNCTION:
Under general supervision of the Assistant City Clerk, to perform a variety of responsible
secretarial, technical and responsible duties in support of the City Clerk's Office; to assist
in the day to day functions of the department; and to perform other related work. A
person in this position has the ability to perform the full range of duties assigned; assists
in the preparation, custody, reservation, and distribution of official city documents and
records; prepares agenda and supporting material for City Council meetings; attends and
take minutes at public meetings in the absence or at the direction of the Assistant City
Clerk; responds to public and staff inquiries regarding public records, policies,
procedures, assists the Assistant City Clerk in the election process; and to perform related
duties as required.
DISTINGUISHING CHARACTERISTICS:
Functions may include, but are not limited to the following: obtain necessary signatures;
maintain computerized applications and system to index, store, retrieve, and destroy
records and documents, research a variety of legal and administrative issues and prepare
recommendations to the City Clerk and Assistant City Clerk; attend and participate in
department staff meetings, city staff meetings and training sessions, professional group
meetings, and conferences; stay abreast of new trends and innovations in assigned area of
responsibility; perform related work as required.
KEY RESPONSIBILITIES:
Answer inquires requiring an imderstanding of the application of policies, rules and
regulations.
Assist with the preparation, assembly of City Council agenda packets; coordinate with
departmental representatives to assure that agenda items are received by the appropriate
deadline and in appropriate format; post and distribute notices; read, interpret and apply
laws, rules and directions related to state and Federal election law, the Political Reform
Act, the Public Records Act, the Maddy Act, the Brown Act, and local ordinances.
Attend meetings of the City Council and other public meetings as directed, and provide
an accurate transcript of the proceedings in accordance with established policies and
procedures; provide verbatim transcripts of portions of the proceedings when required;
process resolutions and ordinances approved at City Council meetings; review for
Deputy City Clerk, p.2 of 5
accuracy, completeness and direction, and respond to public/staff inquiries conceming
those meetings.
Prepare, distribute, and manage the codification of the Municipal Code.
Assist with implementation of the Records Management Program, including the filing,
coding, indexing and distribution of documents; and coordinating the storage, archiving
and destruction of records.
Maintain the roster and membership status of the City's boards, commissions, and
committees; monitor board, commission, committee member recruitment vacancies;
prepare and submit related reports to the Mayor and Council; procedural processes and
ethics; update the Board and Commission Handbook; assist in maintaining official City
documents and records including board, commission, committee minutes; committee
application forms and other correspondence.
Assist the Assistant City Clerk in the administration of City elections by direction which
may include pre-election support and functions including ordering candidate forms and
materials, assembling packets and instmctions to candidates and verifying residency and
candidate requirements; providing information to candidates and the public on election
and candidacy requirements and procedures.
Assist in the planning and conducting of municipal elections and other legal requirements
of the department; process Charter amendments; assist v^th Political Reform Act Filings
(e.g. statements of economic interests, campaign statements); responding to inquiries by
filers; reviewing forms for completeness when filed; and processing necessary
amendments/corrections with filers.
Process requests for bond reductions/releases from other departments, reviewing records
on file to verify accuracy. Comply with the local. State and Federal Laws regarding
release of retention and bonds.
Process administrative contracts/agreements for approval and signatures in accordance
with established procedures.
Assist in coordination of advertising, including preparation of legal notices ensuring
timely publication and review of invoices for accuracy, and placement of notices in
designated locations.
Prepare Foreign Residence Certificates for residents.
Maintain City Clerk's Office information and pages on website.
Prepare and track recorded documents and Mylar maps for recordation.
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Assist in the preparation of departmental budget; monitor expenditures and accounts
payable functions.
Type, edit and proofread a variety of letters, reports, forms, notices and other
correspondence for grammatical and procedural accuracy.
Train other office staff on City Clerk's Office procedures, and policies as directed to
support succession plan. This may also include the coordination and supervision of
volunteers.
Assist in the development of goals, objectives, policies, and procedures in the City
Clerk's Office, participate in recommending departmental and organizational changes.
Assist in the preparation and maintenance of the office procedure manual.
May be directed to conduct and/or participate in special projects which may include
research, vmting reports, and full participation and open communication with other city
staff during process. Coordination of work and updates will be regularly provided to the
Assistant City Clerk as directed.
Provide back-up support and oversight of the front desk in reception area of the City
Manager's Office, as needed.
Provide vacation and temporary relief as required in the City Clerk's Office. May act as
Notary Public if commissioned.
May serve as Acting City Clerk when so designated.
Perform other related duties as assigned.
QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential
duties as generally described in the specification. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential duties in a specific
job. The requirements listed below are representative of the knowledge, skill and/or
ability required.
Knowledge of:
Legal requirements of a City Clerk's Office
City ordinances and laws, govemmental organization, mles and regulations
Principles and practices of municipal govemment administration
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Modem office practices and procedures, computer equipment and software
applications related to assigrmient
Microcomputer systems and software applications, e.g., word processing,
spreadsheet or database management as required by job assigimient
Applicable federal, state and municipal election laws
The Brown Act
The Maddy Act
Fair Political Reform Act reporting requirements
Spelling, grammar and punctuation
Principles and practices of customer service and records management methods
Ability to:
Demonstrate and foster excellent customer service
Understand, interpret, and explain laws, regulations, policies and procedures
Maintain complex records including filing, storage, retrieval and disposal of
comments
Take and transcribe accurate minutes
Keyboard at a speed necessary for successful job performance
Work cooperatively and establish effective relations with others
Commimicate clearly, both orally and in writing
Analyze data and prepare reports
Work independently with minimal supervision or review of completed work
Use both discretion and confidentiality to uphold the principles, duties and ethics
ofthe City Clerk's Office
Maintain effective working relationships with those contacted in the course of
work
Follow and comply with written and oral instmctions
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EXPERIENCE AND EDUCATION:
Any combination equivalent to experience and education that could likely provide the
required knowledge, skills, and abilities is qualifying. A typical way to obtain the
required knowledge, skills, and abilities would be:
Equivalent to completion of the twelfth grade or GED preferably supplemented
by courses or training in areas related to the functions of the department such as
specialized business courses, computer software for word processing, spreadsheet
or database management, and customer service; and
Five (5) years progressively responsible clerical or secretarial functions, including
administrative and technical duties related to the work of a City Clerk's Office.
Specific experience working in a City Clerk's Office envirormient is highly
desirable.
PHYSICAL STANDARDS:
While performing the duties of this class, an employee is regularly required to sit; talk or
hear, in person and by telephone; use hands to finger, handle, feel or operate standard
office equipment; and reach with hands and arms; kneel, crouch; and lift up to 30 pounds.
An employee is frequently required to walk and stand. Specific vision abilities required
by this job include close vision and the ability to adjust focus to read and operate office
and computer equipment as necessary during the course of the work assigrmients.
While performing the duties, employees of this class are regularly required to use written
and oral communication skills; read and interpret narrative and statistical data,
information and documents; analyze and solve problems; use reasoning and abstract
concepts; observe and interpret people and situations; leam and apply new information or
skills; perform highly detailed work on multiple, concurrent tasks; work under intensive
deadlines; and interact with staff, technical vendors and others encountered in the course
of work.
Incumbents may occasionally need to travel to various city locations or to off-site
meetings as necessary and as the assigimient demands.
DATE APPROVED: 1/2014