Director of Records and Election Services (City Clerk)

Job Summary Directs the operation of the City Clerk’s Department, which includes maintaining the City’s legislative history; administering municipal elections; ensuring compliance with federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act; preparing the legislative agendas and minutes; attending City Council meetings; directing the operation of the City’s Mail Room and Print Shop; and administering the City’s Record Management Program.
For more information about this exciting opportunity, please Representative Duties Directs, plans, and manages the activities of the department including management and preservation of official City public documents and records, and the operation of the City’s Mail Room and Print Shop.
Prepares the annual departmental budget and establishes budget priorities.
Establishes department goals and policies in accordance with the department’s mission and service level objectives.
Prioritizes and directs the implementation of these goals and objectives.
Confers with the City Manager and City Council on department policies and programs and coordinates activities with other City departments and outside agencies.
Administers and conducts municipal elections.
Oversees compliance with the Political Reform Act and required filings.
Ensures compliance withfederal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act.
Coordinates and supervises the preparation of the City Council agenda and supporting reports for all City Council meetings.
Attends all City Council meetings and prepares official minutes of the meetings.
Maintains the City’s legislative history, City Council-appointed boards and commissions program, the Santa Monica Municipal Code and Charter, and administers oaths and/or affirmations as needed.
Administers the City-wide Records Management Program and the City’s Print Shop and Mail Room.
Responds to administrative or Council inquiries by preparing written reports, and/or making presentations and recommendations.
Attends and participates in meetings of boards and commissions, management staff meetings, tasks forces and other community groups.
Responds to inquiries from the media, citizens, and staff members.
Researches and responds to citizen complaints.
Provides advice to board and commission staff liaisons on the Brown Act, parliamentary procedures, and agenda and minutes preparation.
Oversees official publication of legal notices, ordinances, and resolutions.
Selects, plans, evaluates, and supervises the work of professional, technical, and clerical staff.
Oversees the maintenance, replacement and upgrades of mail room and print shop equipment as needed.
Performs other related duties as required.
Requirements Knowledge, Abilities and Skills: Knowledge of: State of California Government and Election Codes.
Fair Political Practices Commission filing requirements.
Principles of records management.
Municipal codes, ordinances and resolutions.
Budget development and management.
Management and supervisory principles and practices.
Customer service standards and practices.
Mail room and print shop equipment.
Ability to: Direct the work of various functions within the department.
Perform long and short range planning to meet departmental goals and objectives.
Analyze complex problems and develop sound solutions.
Develop, implement, administer and maintain administrative policies, procedures, programs and regulations.
Interpret and apply policies, laws, and regulations.
Serve as a historical and legislative resource for the City Council, City administration, departmental staff and the public.
Select, train, supervise and evaluate the work of staff.
Establish and maintain cooperative and effective working relationships with employees, administrative staff, the public, City Boards and Commissions, and City Council.
Keep abreast of current developments in Elections Law, the Government Code, City regulations and FPPC requirements and U.
S.
Postal regulations.
Prepare and present clear and concise oral and written reports and recommendations.
Effectively review and revise reports prepared by others.
Provide effective customer service.
Skill in: Leadership, management and supervision.
Reviewing reports for clarity and consistency.
The use of computers and related software applications.
REQUIREMENTS Minimum Qualifications: Education: Graduation from an accredited college or university with a bachelor’s degree.
Experience: Seven years of increasingly responsible experience performing complex administrative duties in a City Clerk’s department, or equivalent experience in a similar government agency, including five years of management or supervisory experience.
Experience in California is highly desirable.
Licenses and Certificates: Possession of a valid Class C driver license.
Certified Municipal Clerk (CMC) or the Master Municipal Clerk (MMC) certification issued by the International Institute of Municipal Clerks Supplemental Information How to Apply: Applicants must submit a clear, concise, and complete on-line City Application along with any required supplemental application materials with the Human Resources Department by the initial filing deadline to ensure consideration.
Resumes, CVs and cover letters will not be reviewed as part of the application screening process to determine if you meet the minimum requirements for the position.
You must attach a copy of your college level transcripts or diploma to your online application.
Applicants who indicate receipt of college-level coursework or degree from a foreign institution must also attach verfication of United States credential equivalency.
Please note, applications may be rejected if incomplete.
Selection Process: All applicants will be reviewed and those applicants determined to be most qualified will be invited to participate further in the selection process.
Testing may consist of any combination of the following and is subject to change as needs dictate: Training and Experience Evaluation Oral Interview If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list.
If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
Background Investigation: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Inclusion & Diversity Statement The City of Santa Monica is a progressive, inclusive and culturally rich community.
As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive.
Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law.
We aim to create a workplace that celebrates and embraces the diversity of our employees.
Join us! Special assistance with the application and examination process is available, upon request, for persons with disabilities.
Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to participation in any examination component.