Location: Ontario,CA, USA
The Position
Deputy City Clerk/Records Manager
DEADLINE TO APPLY | APPLICATION DEADLINE: OPEN UNTIL FILLED, HOWEVER, CANDIDATES SHOULD APPLY AS SOON AS POSSIBLE AS THERE WILL BE A FIRST REVIEW OF APPLICATIONS ON MONDAY, NOVEMBER 25, 2024.
A limited number of applicants identified as best qualified will be invited to a panel interview, tentatively scheduled for the week of December 5, 2024. Second round panel interviews are tentatively scheduled for the week of December 16, 2024.
Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for four well-qualified applicants interested in joining the Records Management team as a Deputy City Clerk/Records Manager.
The Deputy City Clerk/Records Manager is responsible for providing back-up support to the Assistant City Clerk/Records Management Director. Other responsibilities for this position are coordinating records; responding to complex, confidential, and sensitive requests, including the Public Records Act requests; maintaining computer databases for records retrieval, and supervising staff. Working in a diverse professional environment, the ideal candidate for this position will have the following personal characteristics; the ability to take ownership of their position to support the other members of the team; exceptional communication / interpersonal skills enabling them to collaboratively work with the public, City staff, and management. The successful candidate will embody the values of the City's Approach to Public Service - Commitment to the Community, Excellence through Teamwork, and Doing the Right Thing the Right Way - as well as the qualities of a Five Tool Player - Leader, Thinker, Communicator, Operator and Public Servant.
The Management Services Agency
The Management Services Agency implements the goals and policy direction of the City Council through professional administration and leadership of the City's executive team and staff. The Ontario City Council continues to amplify the existing community momentum - providing quality municipal services, programs, and projects to build a better tomorrow for the residents and businesses of Ontario.
The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario is proud to have the reputation of being a progressive City, providing solid leadership to its citizens and business community. The City provides a full range of services to the community including Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Financial Services, Human Resources/Risk Management, Public Works, and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,500 FTE diverse and talented employees who work to support a common goal of providing excellent service to the community.
The City's vision for the future is very exciting, and we foresee tremendous growth within the year(s) to come. We invite you to learn more about the City of Ontario by reviewing the City's website. A few useful links are listed below, including a link to the City's 2024 State of the City video.
2024 State of the City (Video link)
The Ontario Plan (The City's Comprehensive Business Plan for Development)
Smart Ontario (Information about recent City projects)
Downtown Ontario (What to do in Downtown Ontario)
Examples of Essential Functions
The essential functions typically performed by the Deputy City Clerk/Records Manager include the following:
* Plans, directs, reviews, and supervises the operational activities and work of Records Management staff including employee selection, work assignment, performance evaluation, employee development, disciplinary action, and complaint resolution.
* Attends City Council, City Commission, and Joint Powers Authority meetings, as required; takes and transcribes minutes to serve as the official City records; oversees follow-up pertaining to action taken at meetings.
* Coordinates, prepares, and evaluates Department budget expenditures.
* Manages and coordinates the Fair Political Practices Commission filing obligations required of City Council members, commissioners, and designated employees.
* Assists with the coordination of municipal elections, candidate handbooks, and other election-related documents; assists with processing candidate paperwork.
* Evaluates proposed new programs, services, and policies; develops and prepares requests for proposals involving vendors and contractors; administers contracts for service and monitors compliance.
* Prepares reports and other correspondence to City Council, Commissions, and Executive Management.
* Performs a wide variety of complex, responsible, politically sensitive, and confidential assignments in support of the City Manager, Assistant City Manager, and executive management staff.
* Develops and implements departmental goals, objectives, policies, and priorities as it relates to the City Clerk and Records Management department.
* Acts as the Assistant City Clerk/Records Management Director in their absence.
* Performs other related duties as assigned.
Qualification Guidelines
Education
Bachelor's degree from an accredited four-year college or university with a major in public administration, business administration, political science, or a closely related field
Experience
Five years of professional experience in a City Clerk's Office and/or Records Management. One year of lead/supervisory level experience in the direction and coordination of complex operations, personnel, and administrative services. Three years of required experience may be substituted by possession of certification as a Certified Municipal Clerk (CMC) or Certified Records Manager (CRM).
Licenses
A valid Class C California driver's license and an acceptable driving record.
Desirable
One year experience with Granicus, NetFile, and Laserfiche. Graduate and/or session completion at the University of California Riverside Technical Training for Clerks Institute (TTC) and/or California Professional Municipal Clerk Certificate Program (CPMC).
Supplemental Information
How to Apply
Apply online by clicking on the Apply link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com you will be prompted to create a new user account, otherwise log in with your user name and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:
* List any relevant experience and education that demonstrates that you qualify for the position.
* List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
* Separately list each position held, including different positions with the same employer.
A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.
NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.
Application Process
Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required certifications may result in the rejection of your application. Please contact the Human Resources Department if you have any questions regarding the application process.
Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. List all periods of employment, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario). List any experience that may help you to qualify for the position. List separately each position held, including different positions with the same employer. Resumes may be included but will not substitute for the employment history section. Failure to complete these sections may result in the rejection of your application.
Supplemental Question
To complete your application for this position you will be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.
Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.
Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write no experience for the appropriate question.
Email Notices
Email is the primary way that the Human Resources or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from @ontarioca.gov or governmentjobs.com. If you change your email address after submitting your application please visit governmentjobs.com and update your profile.
Frequently Asked Questions
If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.
The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages here www.ontariocityemployees.org.
Employees in this classification are represented by the Ontario Association of Management Employees (AOME). For a list of benefits for AOME employees please click here 2024 DH and AOME Benefit Summary.
01
INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be used in the evaluation of your qualifications. Detailed responses should be provided in order to ensure that your qualifications are properly considered. If the item does not apply, please enter N/A. By continuing you are certifying that all information provided in the supplemental questionnaire is true to the best of your knowledge.
* I understand the above statement.
02
Which of the following best describes your highest related level of education?
* High School Diploma or Equivalent
* Some College Coursework, No Degree
* Associate's Degree
* Bachelor's Degree
* Master's Degree
* None of the Above
03
How many years of experience do you have working in a City Clerk's Office and/or Records Management department?
* None
* 1 year, less than 2 years
* 2 years, less than 3 years
* 3 years, less than 4 years
* 4 years, less than 5 years
* 5 years or more
04
Do you have at least one year of supervisory or lead work experience?
* Yes
* No
05
Do you possess a Certified Municipal Clerk (CMC) and/or a Certified Records Manager designation? (if yes, please make sure proof of certification is attached to application)
* Yes
* No
06
This position requires the ability to write well. The successful applicant will have to write on a variety of technical topics, and take minutes during Council meetings. Please describe your background with this type of work.
07
If hired as the Deputy City Clerk/Records Manager, what will you contribute and accomplish to make the City Clerk/Records Management office the premier City Clerk office in the Inland Empire?
08
What impact does technology or Artificial Intelligence have on the future of Records Management, if any?
09
Have you graduated and/or completed a session at the University of California Riverside Technical Training for Clerks Institute (TTC) and/or California Professional Municipal Clerk Certificate Program (CPMC)?
* Yes
* No
10
Do you have at least one year experience with Granicus, NetFile, and Laserfiche?
* Yes
* No
Required Question
Agency City of Ontario
Address 200 North Cherry Avenue
Ontario, California, 91764
Phone 909.###.####
909.###.####
Website