Salary: $102,365.52 - $137,171.28 AnnuallyLocation : South Pasadena, CAJob Type: Full TimeJob Number: 2425-034Department: Management ServicesOpening Date: 12/18/2024Closing Date: 1/19/2025 11:59 PM PacificPosition OverviewThe City of South Pasadena is seeking a highly qualified and experienced Chief City Clerk!This recruitment may close or be extended at any time without notice. Applicants are encouraged to apply early.ABOUT THE ROLEAs a Division Manager, the Chief City Clerk oversees the City Clerk Division. The position reports to the Management Services Director and works closely with members of the Executive Team and City Attorney. The Chief City Clerk is responsible for budgeting, planning, personnel, customer service, records management, and overall operations of the City Clerk's Office. The ideal candidate is a true professional, both knowledgeable and experienced as a municipal clerk; a leader and communicator, who can train and mentor staff; and an innovator, who can establish processes and best practices for the Office. Responsibilities include timely responses to public records requests, support for City Council agenda preparation and meetings, and elections. The ability to communicate effectively and foster effective working relationships with City Council, City Departments, other agencies, and the public. Competencies required include strategic thinking, collaboration, effective communication, project management, and knowledge of Public Meeting and Election laws. Work is performed with considerable independent judgment within established policies and procedures.THE IDEAL CANDIDATEThe ideal candidate for the Chief City Clerk position in South Pasadena will be a seasoned professional with a strategic mindset and a strong commitment to public service. This individual will possess comprehensive knowledge of the Brown Act, Public Records Act, election laws, records management, and City Council support procedures. They will be an effective leader with a proven track record of managing complex projects and fostering collaboration within diverse teams.Strong interpersonal and communication skills are essential, enabling the candidate to build productive relationships with City Council members, city staff, external agencies, and the public. The ideal candidate will demonstrate exceptional organizational skills, the ability to meet critical deadlines, and proficiency in leveraging technology to enhance efficiency in operations and service delivery.As a forward-thinking and innovative leader, the candidate will excel at implementing best practices, mentoring staff, and ensuring compliance with all legal requirements while driving continuous improvement in the City Clerk's Office. Dedication to transparency, accountability, and fostering an inclusive work environment is key. Experience in supervising personnel and managing municipal processes at a management level is highly desirable.EXAMPLES OF DUTIES:The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below:
- Oversees the daily operations of the City Clerk's Office, including assuming responsibilities for City Council meetings, official documents, claims, Municipal Code updates, personnel training and supervision, City Council support and electronic communications;
- Performs all of the duties required of the City Clerk's Office as stipulated in California Government Code Sections 40801-40814 (with the exception of City-wide accounting, assessor, and financial duties). Performs duties required of the City Clerk's Office by the South Pasadena Municipal Code Section 2.11 (powers and duties of the office of the City Clerk);
- Prepares annual budgets and monitors expenditures;
- Serves as the manager of employees, interns, and others assigned to the City Clerk's office;
- Sets short and long-range goals. Proposes programs and technologies to enhance effectiveness and improve efficiencies;
- Serves as the Filing Officer for Fair Political Practices Commission filings;
- Oversees General Municipal Elections in conjunction with the Los Angeles County Registrar-Recorder/County Clerk, and conducts Special Elections as required;
- Oversees records management and coordinates City-wide records-management projects, including records retention and storage, and the development of processes and procedures;
- Oversees codification of the Municipal Code in hardbound and Internet versions;
- Oversees development and/or review of numerous public communications, internal and external directories, and web-related documents;
- Ensures provision of such audiovisual operations as broadcasting/web-streaming, in-house presentations, cable channel transmission and content, and teleconferencing;
- Oversees provision of City Council support, including scheduling, correspondence, special events, ceremonial appearances, filings, certificates, presentations, and travel;
- Ensures that Public Records Act requests are fulfilled in accordance with legal requirements;
- Oversees the conduct of research for City staff, elected officials, and other agencies;
- Oversees the processing of claims against the City and serves as a liaison with claims-related legal representatives;
- Collaborates with the City Attorney on lawsuits and other legal matters;
- Serves as the Recording Secretary for City Council meetings, and ensures that minutes are prepared in a timely manner and timely submitted for City Council approval;
- Oversees the coordination of commissions, committees, and boards.
- Oversees document imaging system and software and other internal resource databases and ensures their integrity;
- Performs record certifications, oaths, and related duties
- Delegates duties, responsibilities and tasks to subordinates, as appropriate.
FLSA StatusExempt Duties & ResponsibilitiesEDUCATION & EXPERIENCE:Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for acceptable job performance, such as: five years of progressively responsible experience performing varied and complex administrative support duties, three years of which must have been in a City Clerk's department or related organization that staffs a city council or city commission. Experience must also include at least two years in a lead/supervisory capacity. A degree in public or business administration or related field, or completion of substantial credit towards a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC), or Master Municipal Clerk (MMC) is desirable.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of:Knowledge of the following legal requirements and customary practices integral to the City Clerk office: Brown Act, agenda packet preparation, Public Records Act requests, records management, elections, claims, City Council relations, community relations, disaster preparedness, and other related areas.Ability to: Ability to manage personnel and operations of the City Clerk's Office, to include publishing City Council agenda packets, serving as the FPPC filing officer, overseeing audiovisual and web-streaming operations, overseeing the response to public records and internal research requests, communicating with the media, and overseeing office and city-wide records management issues. Ability to read, write and understand English-language documents. Ability to communicate effectively with customers, department personnel, elected officials, management, and the general public verbally and in writing. Proficient in Microsoft Office and Laserfiche or other document imaging programs. Ability to compose documents independently, utilizing existing research or information gathered through surveys or other means. Ability to review and edit documents at an advanced level. Ability to coordinate General Municipal Elections with the Los Angeles County Registrar-Recorder/County Clerk, or to manage stand-alone elections. Qualifications Working ConditionsThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Environment is generally clean with some limited exposure to such conditions such as dust, fumes, odors, or noise. Computer terminal, copier/scanner, and other office machines are used on a daily basis. Some work is involved in a records storage vault and at an offsite storage facility. There are occasions to travel to other sites outside of the City for meetings and events.Physical Demands:Ability to exert light to moderate physical effort, and exert sufficient force to lift, carry, push, pull, or otherwise move objects up to 25 pounds. Ability to remain in a sitting/standing position for extended periods of time. Ability to hear and speak to the general public and City staff on the telephone and in person. Hand and eye coordination are needed to operate office equipment. Strength, dexterity, coordination and vision to use keyboard and video/computer display terminal. Driving to offsite locations is sometimes required.This position is primarily an office job. However, there is some standing, bending, walking, stooping, squatting and using a ladder for files. Driving to offsite locations is sometimes required. Additional InformationSELECTION PROCEDUREThe final filing date for this recruitment is Sunday, January 19, 2024 @ 11:59 pm PDT. The City reserves the right to extend the closing date or close this recruitment without notice. Individuals determined to be qualified and best aligned to the position will be invited to participate in the selection process. HOW TO APPLYTo be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents may be considered incomplete and will not be considered.Applications will be reviewed for depth and breadth of experience and level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to undergo a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact Human Resources at (626) ###-####.EQUAL OPPORTUNITY EMPLOYERThe City of South Pasadena is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of South Pasadena is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners.FAIR CHANCE ACTThe City of South Pasadena is committed to providing fair opportunities to all applicants, including those with a criminal history. Pursuant to the California Fair Chance Act, we will consider qualified applicants with a criminal history. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of South Pasadena has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. For more information about the Fair Chance Act, please visit ACCOMMODATIONSThe City of South Pasadena intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call 626-###-####For technical support with your governmentjobs.com application, please contact (855) ###-####.ABOUT THE CITYThe City of South Pasadena (population 26,047) is a charming community located only eight miles from downtown Los Angeles on the west side of the San Gabriel Valley. South Pasadena is known for its beautiful tree-lined streets, stunning homes, unique small businesses, top-quality schools and a strong commitment to community. South Pasadena is also a full-service city with its own fire, police and water departments. Occupying 3.44 square miles of flatlands and hillsides, South Pasadena's unique character makes it one of California's most desirable locations. The City has a rich history of intact late 19th and early 20th Century neighborhoods and residences, giving it a strong claim as one of the oldest and most historic sites in the San Gabriel Valley. One of the first suburbs of Los Angeles, South Pasadena maintains small-town quality, with charming residential streetscapes, and a historic commercial core, making it one of Hollywood's favorite suburban filming locations, featured in numerous television and big-screen productions.South Pasadena is frequently recognized as a family and environmentally friendly community. The City enjoys quiet, attractive, walkable neighborhoods and a low crime rate. There are numerous active community organizations in South Pasadena, including the Oneonta Club, WISPPA, South Pasadena Arts Council, AYSO, Little League, Boy Scouts, Girl Scouts, Women's Club, Chamber of Commerce, South Pasadena Preservation Foundation, Holy Family Church, St. James Church, South Pasadena Tournament of Roses Association, South Pasadena Chinese-American Club, Vecinos and many others. Boasting over 100 acres of parks and playgrounds and more than 21,000 trees, the City's picturesque environment invites residents and visitors to enjoy numerous opportunities for outdoor recreation. South Pasadena offers an 18 hole, Par-3 golf course, tennis, racquet and pickleball facilities, horse stables and a dog park all in its picturesque Arroyo Seco area.Small, proud and independent, the City of South Pasadena has preserved its status as a unique community for over a hundred years.NOTE: The provisions in this job flyer do not constitute an expressed or implied contract; and any provisions contained in this flyer may be modified or revoked without notice.The City of South Pasadena provides an extensive benefits package to support its employees' well-being and financial security, including long term disability. These benefits include:SCHEDULE: City offers a flexible 4/10 work schedule, with remote/hybrid work as an option.VACATION: Vacation accrues based on years of service and experience; service with other agencies counts. Employees may cash out vacation once per year.*PAID TIME OFF: (Per Year)
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- Sick Leave: 96 hours (rolls over annually)
- Executive Leave: 90 hours (may cash out up to 60)
- Holidays: 12 designated holidays + 2 floating holidays
HEALTH & DENTAL INSURANCE: The City offers comprehensive medical, dental, and vision plans through CalPERS for the employee and their family. The City pays a significant portion of the premiums.457 DEFERRED COMPENSATION PLAN: Optional for employee contribution through Empower. 1% Base Salary Contribution from the City into your account per pay period.RETIREMENT BENEFITS: Retirement benefits are offered through CalPERS, with Classic members receiving a benefit of 2.0 @ 55 and employees paying a 7% contribution. The City does not participate in Social Security.01 Do you have five years of progressively responsible full-time experience performing varied and complex administrative support duties?
02 Are three of those full-time years in a City Clerk's department or related organization that staffs a city council or city commission?
03 Do you have at least two years of full-time experience as lead/supervisor?
04 Do you have a college degree in public or business administration or related field or Certified Municipal Clerk (CMC) certification?
Required Question