CITY OF IRVINE Department of Human Resources One Civic Center Plaza Irvine, CA 92606-5208 cityofirvine.org/jobs INVITES APPLICATIONS FOR THE POSITION OF: Deputy City Clerk I/II An Equal Opportunity Employer SALARY $23.75 - $37.35 Hourly $4,116.67 - $6,474.00 Monthly $49,400.00 - $77,688.00 Annually OPENING DATE: 09/23/14 CLOSING DATE: 10/16/14 THE POSITION The City of Irvine seeks a seasoned professional with impeccable customer service, project management and communication skills to assist in the coordination of the daily office operations and programs of the Legislative Section of the City Clerk’s Office. Working under the direction of the Assistant City Clerk, the candidate will perform a wide range of complex and highly responsible tasks, including City Council meeting support, agenda preparation, election administration, coordination of all automated programs for the Legislative Section functions, preparation of City Council meeting minutes, maintenance of official City documents and records and budget preparation. The Deputy City Clerk will also be expected to conduct research, utilize an Electronic Document Management System (EDMS) to pull documents, coordinate and track Fair Political Practices Commission filings, initiate RFPs and respond to subpoenas. The successful candidate will be detail-oriented, adaptable and ethical. They will be expected to thrive in a fast-paced and dynamic environment while exercising a high degree of initiative. Prior experience in successful engagement with elected officials and the general public will be considered favorably. The selected candidate will be politically astute, with the ability to recognize and appropriately handle sensitive issues. This is a flexibly staffed position and may be filled at the Deputy City Clerk Level I or II, based on the candidate’s education and experience. ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Coordinates the preparation, assembly, printing and distribution of City Council agenda packets. Organizes, prepares and distributes agenda facesheets and the Long Range Draft Agenda. Coordinates with department representatives to assure that agenda items are received by the established deadline and meet appropriate format requirements. • Prepares and coordinates the publication, posting and distribution of legal notices for public meetings and hearings. Assures that legal requirements are met for publication and posting of agendas and minutes and assures compliance with Ralph M. Brown Act requirements. • Interprets and applies a wide variety of laws, regulations, policies and procedures governing the legislative and public records functions of municipalities; advises others on the interpretation and applicability to their situation. These include the Brown Act, the Maddy Act, the Elections Code, the Fair Political Practices Code (FPPC), the Public Records Act, Notary Public regulations, other government codes, municipal and zoning codes, policies and procedures and others. • Prepares and revises agendas, annotated agendas and long range agendas using an electronic document management system. Provides support for the Agenda Plus meeting software programs and/or meeting preparation software, including troubleshooting problems, and assisting with managing agenda templates for all Commission, City Council, Orange County Great Park meetings and other legislative bodies. • Responds to inquiries from City Council Members, City management and staff, and the general public regarding Council actions, official records, and interpretation of related policies, procedures and laws. Researches, compiles and analyzes data for special projects and reports, as needed. • Assists in the coordination of municipal elections, including the processing of ballot measures and voter outreach activities. • Receives, processes, coordinates, logs and monitors FPPC statements of economic interest; campaign filings for elected and appointed officials, employees and contractors; and lobbyist reporting. Tracks status, maintains logs and generates notices to designated filers. • Receives, processes, coordinates, logs and monitors claims against the City and subpoenas. Assists in the codification of City ordinances by performing quality control review of indexing done through contract. • Facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions, ordinances and minutes. • Performs a variety of support tasks for City Council meetings and Council Members, including planning and coordinating City Council receptions and town hall meetings; coordination of musical presentations and invocations, preparing meeting protocol scripts, processing and distributing City Council meeting photographs, and responding to requests for information from Council Members and their aides. • Takes and transcribes dictation from notes or machine recordings; types a variety of materials, including those of a sensitive or confidential nature; performs a variety of administrative support tasks such as photocopying information, answering telephone calls, maintaining records and files, and other similar duties. • May assist with budget preparation, budget monitoring and processing of invoices for department expenditures. • May assist with maintenance and updates to City Clerk’s Office portion of City website. • May notarize and certify documents and administer oaths of office. • Uses a computer and scanner to perform job related tasks, input and maintain records, including use of highly specialized software programs. • Attends City Council meetings as required to take minutes, starts and monitors operation of the video recording/web streaming process and simultaneously administers the process of “tagging” items for public access and later reference, using an electronic video system; edits videos and makes videos public. • Transcribes City Council meeting minutes to create the official record. Assists in administering the indexing, retention and retrieval of documents related to City Council proceedings. Ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or sending elsewhere for further action. • Participates in the preparation, creation and maintenance of handbooks, rosters and logs. • Performs other duties as required. MINIMUM TRAINING AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Associate Degree with supplemental courses in office administration or business or a related field, and three years of increasingly responsible administrative support experience, or, any combination of education and experience that provides equivalent knowledge, skills, and abilities. Notary Public Commission certification required within six months of hire date. Desirable Qualifications: Designation as a Certified Municipal Clerk. Experience in a city/county clerk’s office. SUPPLEMENTAL INFORMATION CITY OF IRVINE The City of Irvine encompasses over 66 square miles and has a current residential population of 242,651. Since its incorporation in 1971, Irvine is recognized as one of America’s safest and most successful master-planned urban communities. Top-rated educational institutions, an enterprising business atmosphere, sound environmental stewardship, and respect for diversity all contribute to Irvine’s enviable quality of life. The City is ideally located adjacent to John Wayne/Orange County Airport and close to many of Southern California’s largest tourist attractions, numerous resorts, and some of the state’s finest beaches. Irvine has also been recognized as one of the ten best places in the nation to live, according to U.S. News and World Report. Irvine is also known as one of the best places in the county to raise a family and has been recognized as such by Parents Magazine. The City of Irvine also has the distinction of being one of the safest cities in the United States with population in excess of 100,000. The City employs over 700 full-time and 600 part-time personnel and has an operating budget of $144 million and a $39 million Capital Improvement budget. The Irvine community features an array of entertainment and recreational opportunities, parks and open space, a nationally recognized school district, a vibrant business environment, and an exceptional quality of life that makes it one of the most desirable cities in which to live and work. THE DEPARTMENT City Manager The City Manager’s Office is responsible for the implementation of decisions by the Irvine City Council and the coordination of those efforts through the various City departments. The City Manager’s office includes the legislative support, policy implementation, budget development and strategic planning, economic development, elections, communication services and legal service functions of the City. In addition, the office provides leadership for the operational departments, Sister Cities and Friendship Cities program coordination, and Orange County Great Park. The City Manager’s Office assists the City Council in the development and formulation of policies, goals and objectives and keeps them informed of important community issues. It provides administrative direction to the City’s executive directors and is responsible for managing the activities and operations of the City, ensuring the provision of quality services. The City Manager’s Office is also responsible for representing the City’s interests throughout the region and beyond through coordination of international activities, such as receiving foreign officials. SELECTION PROCESS The selection process may include one or more of the following: application review and evaluation, performance test, written test, and/or oral interview examination. Questions asked during the selection process are based on the knowledge and abilities required to successfully perform the job. If you have a disability that requires accommodation during the selection process, please notify Human Resources at least 24 hours prior to the first phase of the selection process. The successful candidate will be required to take and pass a post-offer medical examination, including drug screening, by a City physician to ensure their physical suitability to perform assigned duties. In addition, the City of Irvine conducts a thorough background investigation prior to appointment. This recruitment will establish an eligibility list to fill future vacancies in this classification. The City of Irvine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. APPLICATIONS MAY BE OBTAINED AND FILED ONLINE AT: cityofirvine.org/jobs EXAM #01067 DEPUTY CITY CLERK I/II LK Deputy City Clerk I/II Supplemental Questionnaire * 1. Failure to complete all fields of the Work Experience section of the application may result in your application not being considered. A resume will not be considered in lieu of a complete application and will not be used in determining your qualifications for this position. I acknowledge I have read and understand the above information. * 2. Do you currently possess designation as a Certified Municipal Clerk? Yes No 3. If yes, please provide the date obtained. * 4. Do you currently possess a Notary Public certification? Yes No 5. If yes, please provide the certification number. * 6. Do you have experience working with streaming video software to live stream City Council meetings or other governing bodies? Yes No * 7. Do you have experience working with an automated agenda program? Yes No 8. If yes, please give the name of the agenda software you are most familiar with. * 9. This position may require attendance at Orange County Great Park meetings as necessary, which occur on the second Tuesday of every month at 2:00 PM; and City Council meetings as necessary which occur on the second and fourth Tuesday of each month. Regular sessions of the City Council begin at 4:00 PM and can last several hours. Are you willing, if required, to attend City Council meetings as part of the normal duties of this position? Yes No * 10. Please describe your administrative experience relative to municipal elections (including ballot measures), and filings of both FPPC Statements of Economic Interest (Form 700) and Campaign Disclosure Forms. * Required Question
Posted on: Thu, 09 Oct 2014 05:07:57 +0000
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