Assistant City Clerk Print (https://www.governmentjobs.com/careers/carlsbad/jobs/newprint/4823742) Apply  Assistant City Clerk Salary $115,781.00 - $159,497.00 Annually Location Carlsbad, CA Job Type Full-Time Job Number 01124 Department Policy and Leadership City Manager Opening Date 02/06/2025 Closing Date 2/27/2025 5:00 PM Pacific + Description + Benefits The Position The City of Carlsbad has an immediate opening for an Assistant City Clerk. This position functions as the operational manager of the City Clerk’s Office and reports to the Director of Constituent & Clerk Services. The Assistant City Clerk administers and manages the activities of the City Clerk’s Office, including maintaining the official documents of the city, conducting city elections, serving as Filing Officer for Political Reform Act filings and performing statutory duties. The Assistant City Clerk administers the citywide records management and document management system programs and related work as assigned. About Carlsbad: Known for its financial stability, the city maintains an AAA credit rating and has a general fund reserve balance exceeding $136 million. The City of Carlsbad has long set the standard for high-quality local government services. At 115,000 residents, the city is home to corporate headquarters in the technology, life sciences and action sports industries, coupled with a thriving tourism market, well-planned neighborhoods and nearly 40 percent open space. The city’s 800 full-time staff are led by a leadership team that includes the City Manager, City Attorney, Assistant City Manager and the heads of major departments/divisions. The City of Carlsbad is a full-service coastal city with its own police and fire departments as well as a municipal water district. The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal. In recognition of the city’s commitment to diversity, equity and inclusion. Key Responsibilities Directs the planning and management of programs and activities of the City Clerk’s Office. Develops policies, rules and procedures for the effective operation of the department, including establishing short- and long-term goals and objectives and priorities. Selects, trains, supervises and evaluates and participates in selection of assigned staff; directs staff in completion of duties including weekly notices for City Council's legislative actions and proceedings in compliance with state and city statutes. Develops service standards for addressing internal and external responses. Manages the citywide Records Management and Document Management/Imaging Programs while continuing to work towards digitization of records and identifying process efficiencies. Directs the registration of voters; plans and directs Municipal Elections in cooperation with the County; ensures compliance with local, State, Federal laws and standards. Serves as the Filing Officer for Campaign Statements and Statements of Economic Interests for the City Council, Board, Commission and Committee Members, designated employees and consultants, as required by the State of California Political Reform Act. Coordinates appointments and memberships for city Advisory Groups, including recruitments, legal notices, advisory group rosters, the processing of applications, mailings, and the administration of the Oath of Office for new members. Prepares and administers the City Clerk's department budget; evaluates and recommends staffing needs, equipment, materials and supplies requirements. Directs the organization, preparation, printing, assembly and distribution of City Council, Housing and Redevelopment Commission, Municipal Water District Board, Legislative Subcommittee and Economic Development and Community-Police Engagement Commission meeting agendas and related materials. Attends City Council meetings and directs the recording and maintaining of the minutes of the proceedings. Oversees the publication, filing and indexing of all City Council proceedings; the indexing, retrieval and retention of all official city documents; and maintenance of legislative history. Supervises the maintenance and update of the City Municipal Code and Zoning Code. Responds to inquiries from the public; provides explanation of the requirements of city codes, ordinances, established policies and procedures; responds to correspondence as required. Supervises the processing of claims for damages, summonses and subpoenas for the city. Conducts research on complex legal issues; analyzes data, makes recommendations, prepares reports and participates in the formulation of policy and procedures, staffing and organizational requirements. Represents the city in the community and at professional meetings as required. Coordinates activities with other city departments and divisions, and with outside agencies. Maintains up to date knowledge of state, federal, and/or local regulations and best practices regarding elections, Political Reform Act, public meetings, municipal city clerk/public records management. Serves as the City Clerk as required. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of: + Provisions of the State Government Code and the Municipal Code applicable to the governmental structure of the city and specifically related to the functions and operations of the City Council and the City Clerk's Department, including provisions of the Open Meetings Law (Brown Act), Political Reform Act filing requirements (Campaign Statements and Statements of Economic Interests), and Parliamentary Procedure. + Statutory and administrative requirements for the City Clerk's Office, including requirements and procedures for the conduct of Municipal Elections, including State Elections Code provisions. + Best practices in Records Management; developing public policy; administration of claims, summons and subpoena processing. + Rules and procedures governing the notice and conduct of public hearings. + Modern principles and practices of records management, records management systems and technology, and related policies, procedures and legal requirements. + Principles and practices of sound customer service and constructive problem solving in a politically sensitive environment. + Principles and practices of organization, administration, budgeting and personnel management. + Political sensitivities pertaining to municipal government operations during and outside of election periods and in dealing with elected and appointed officials, candidates for office and members of the public. Ability to: + Plan, organize and manage the activities of a City Clerk Office. + Interpret, analyze, apply and implement a variety of complex state laws, city ordinances, regulations, policies, and procedures, and make decisions in accordance with appropriate laws. + Establish and maintain effective working relationships with those contacted in the course of work, including: Council Members, Board, Commission, and Committee Members, city employees, the media, and the public. + Administer the citywide records management and document management system programs. + Communicate effectively, both orally and in writing. + Select, supervise, train and evaluate assigned staff. + Organize and administer Municipal Elections, coordinate all aspects of the election, prepare all necessary documents in accordance with the Elections Code, and coordinate with the Registrar of Voters. + Research a variety of administrative and operational problems and make effective operational and procedural decisions. + Perform statutory duties of the City Clerk Office. + Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. + Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. + Remain impartial. + Work well under pressure to meet deadlines. Experience & Education Possessing the following education and experience is qualifying of this position: + A bachelor’s degree from an accredited college or university with major in Business Administration, Public Administration or related field of study. + Active member of IIMC by date of hire. + Required to obtain certification as a Certified Municipal Clerk (CMC) within two years of employment. + Five years of highly responsible administrative experience and three years of supervisory experience. + Three years of experience in a City Clerk's Office as a Deputy or Assistant City Clerk and knowledge of Laserfiche is desirable. Special Requirement: Possession of or ability to obtain a Notary Public appointment. PHYSICAL/MENTAL DEMANDS AND ENVIRONMENTAL SETTING: 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. 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 equipment as necessary during the course of the work assignments. While performing the duties, employees of this class are regularly required to use written and oral communication skills; read and interpret financial and statistical data, information and documents; analyze and solve problems; use math and apply mathematical reasoning and abstract statistical concepts; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact with staff, Council members and others encountered in the course of work. The employee works under typical office conditions and the noise level is usually quiet. Employees may be required to travel to work sites or other sites for meetings. Employees will be required to work evenings to attend City Council and Boards and Commission meetings. This is an at-will unrepresented classification. + Medical Insurance + Dental Insurance + Vision Insurance + Flexible Spending Account + Life Insurance + Accidental Death and Dismemberment Insurance + Retirement under the CalPERS program, 2% @ 62 formula, Classic Members (those who are enrolled in CalPERS at another local agency) have the 2% @ 60 formula + Holidays- 11 scheduled + Floating Holiday- 2 + Paid vacation + Executive Leave + Computer purchase loan + Tuition reimbursement A detailed list of our benefits can be found here: Carlsbad Benefits (https://www.carlsbadca.gov/departments/human-resources/compensation/full-time-benefits) Additional CalPERS information can be found here: CalPERS (https://www.calpers.ca.gov/page/about/laws-legislation-regulations/public-employees-pension-reform-act) Employer Carlsbad, City of (CA) Apply Please verify your email address Verify Email