HomeMy WebLinkAboutReso 51-05 Classification Plan Amend
RESOLUTION NO. 51 - 05
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
. * * * * * * * *
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically revise job descriptions in the Classification Plan to
reflect current responsibilities and laws.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions
shall be further amended to replace the City Clerk classification with the revised City Clerk classification as
attached hereto as Exhibit A.
BE IT FUR TIlER RESOLVED that this document shall become a part of the official Classification
Plan for the City of Dublin; and that the changes contained herein shall be effective AprilS, 2005.
PASSED, APPROVED AND ADOPTED this 5'" day of April, 2005.
AYES: Council members Hildenbrand, McCoffiÚck, Oravetz, Zika and Mayor Lockhart
NOES: None
ABSENT: None
ABSTAIN: None
cÞ-
K2/G/4-5-o5/reso 51-05 city clerk jd (Item 4.5)
Date Adopted:
Date Revised:
March 12, 1990
AprilS, 200S
Title:
City Clerk
FLSA:
At-Will and Exempt; Designated Management
General Pnrpose:
To serve as City Clerk, to organize, plan and dircct a1l activities of the City Clerk's Office. The work
involves maintaining a complete and accurate JegaJ/hi,toricai rccord of City Council proceedings;
administering City's Records Management program; conduct municipal elections; ensure City~s compliance
with Political Reform Act, Brown Act, Public Records Act and Conflict of Intere.t Codc,; supcrvise
SecretariaVClericai support functions of tho City Manager andlor City Clerk's Office; provide high-level
secretarial and clerical support to the Mayor and City Council; and provide prompt and courteous service to
citizen, press and public requcslS for assistance and information.
Distinguishing Characteristics:
Within the City Manager', Office, the City Clerk exercises full responsibility for all functions and
operations of the City Clerk's Office ineluding records management and retention, production and
publication of agendas and minutes for the City Council Meetings and related public meetings, and is
responsible for enforccmcnt of laws and regulations pertaining to elections and campaign financing, public
records, meeting notice. and thc conflict of interest code. The City Clerk is a De.ignated ManageIIlOnt
Position designated as an At-Will position that is exempt from the overtiIIlO provisions of the Fair Labor
Standard. Act (FLSA) and exempt from the City's Personnel System Rule..
Supervision Received/Exercised:
Reports to and receives administrative direction from the City Manager or his/her designee. Exercises direct
and indirect supervision over assigned office support staff.
Essential Duties and Responsibilities:
Under administrative direction, plans, man.ges, oversees and directs the operations and .ervices of the City
Clerk's Office, which includes the performance of statutory duties and the preparation, posting and
maintenance of agendas, minute' and records for the City Council as proscribed by statutes; conducts
nnmicipal elections and ensures compliance with conflict of interest laws and FPPC regulations; coordinates
c1vic activities with other City officialst departments, outside agencies? organizations and the public;
provides responsihle and complcx staff support to the City Council and City Manager; performs related
duties as required.
The following duties are normal for this classification. The omission of specific stateIIlOnlS of duties does
not exclude them from the position if the work is .imilar, related or a logical assignment to this dass.
Prepare City Council Agendas.
Exhibit A
Attend City Council Meetings and prepare official Minutes in an accurate and timely manner.
Coordinate posting of City Cnuncil Agendas and Minutes on City's website.
Fnllow up to cnsnrc that City documents are properly executed and comply with applicable
locaL/state/federal regulation,_
Prepare Staff Reports relatcd to City Clerk's function.
Revi£!w, notarize and prepare specific City related documents for recordation (deeds~ easements,
development agrel::ment'õ',¡ ccrtitïcates of project completion, etc.).
Communicate official City Council actions to appropriate/interested parties_
Respond in a timely manner to rcqucst, for public information, ensuring compliance with the Public
Records Act.
Receive subpoenas for records and lawsuits filed on the City.
Ensure the City's compliance with provisions ofthe Brown Act_
Perform duties of Elections Official and oversee all local elections.
Pcrforol Filing Oflìcer duties required by the Political Reform Act for campaib'11 disclosure statements for
candidates and officeholders.
Administer provi,ions of the City's Conflict of Interest Code.
Coordinate advcrtiscment of openings on the City's Commissions/CommitteeslTask Forces.
Maintain list of City Council appointments, as well as boards/committeeslbodies on which City
CouncilIIlOmbers serve.
Administer Oath Of Office to new e1ectcdlappointed officials.
Develop and oversee City's Records Management Program and maintain legal custody of official City
records and documents.
Oversight of automated Customer Service Request System and related support functions.
Maintain custody of the City Seal and attlx to lcgal documents.
Attest Mayor's andlor City Manager's signature on all legal City documents.
Maintain updated City Records Retention Schedule and oversee timely compliance for all records.
Maintain Legislative History Index of City documents (Minutes, Contracts, Agreements, Resolutions,
Ordinances)_
Maintain the City's Law Library.
Coordinate regular updates to the Dublin Municipal Code (paper and electronically).
Receive and publicly open bids for City contracts.
Exhibit A
Supervise secretariaVclerical support functions of the City Manager andlor City Clerk's Office.
Provide high-level secretarial and clerical support to the Mayor and City Council.
Coordinate program scheduJe for advertising, judging, selecting and recognition of Citizen and
Organization of the Y cat on an annual basis.
Analyze programs, policies and procedures utilized in the City Clerk's Office on a rcgular basis to ensure
that the department is operating in the most efficicnt manner possible.
Participate to maintain requircd certifications in appropriate professional organizations (Le. CCAC &
IIMC)
Provide input and assist in the establishment andlor improvement of procedures, policies and budgetary
matters.
Obtain and maintain conunission as a California Notary Public.
Minimum Qualifications:
Knowledt!e of:
Municipal government operations.
Federal, state and local laws, codes and regulations applicable to City govtrnIIlOnt operations, procedures,
and elections.
Municipal Codcs and laws such as the Brown Act, Political Reform Act, Public Records Act and Election
Code.
Basic budgcting principals and statistical analysis.
Electronic doclUnent imaging practices.
Use of proper business English, grammar, spelling and proofreading.
Modcm public relations practices.
Modern office practices, methods and equipment.
Customc:r service techniques.
Federal, state and local laws, regnlations and court decisions applicable to assigned areas of responsibility;
AbUltv To:
Work independently with nlÎnimal direction.
Effectively work with a variety of people at varying levels in the organization, as well as the public and
mcmbcrs of the City COlUlcil.
Provide information and organize material in compliance with laws, regulations and policies.
Exhibit A
Learn, interpret and apply City mles, reguJations~ policies, practices, ordÎnance:st resolutions, and laws.
Research and interpret ruleslre¡,'ulations/laws/onlinances re1ated to; the Brown Act, California Conflict of
Interest Code, Dublin Municipal Code, Elections Code, Goverorncnt Code, Political Reform Act, Public
Rccords Act, Rccords Retention Schedule.
E,tablish and maintain cooperative-working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Physical Standards:
The physical standard describcd arc reprcsentative of those that nntst be met by employees to successfully
perform the essential functions of this elass. Reasonablc accommodations may be made to enable
individuals with disabilities to perform the essential functions.
An employee is regularly required to sit for long pcriods of time; talk or hear, in person, in meetings and by
telephone; use hands and fmgers to handle, feel or operate standard nffice equipment such as VDTs,
computcr, telephone, 10-key calcnlator; and reach with hands and arms. Thc cmployee is frequently
rcquired to, bend and twist to reach files, walk and stand. While performing dutics, the employee is
regularly required to use writtcn and oral communication skills; read and interpret complex data,
information and documents; analyze and solve problem,; interact with City manageIIlOnt, other
gov{.TI1mcntal officials, contractors, vendors employees and the public.
In addition, the City Clerk nntst be willing and able to attend and takc Minutes at lengthy evening and
weekend meetings.
Training and Experience:
Any combination equivalent to education and experience is likely to provide the required knowledge and
abilities. A typical way to obtain the knowledge and abilities would be:
Education,
Equivalent to graduation from the 12"' grade and an AA dcgree from an accredited
col1cgc or university with major coursework ìn public administration, public policy Or a
closely related field are required; B.A/B.S. degree is desirable.
EXDerience:
Five years of management or administtative experience, preferably in a City Clerk
Department, of which at least three years has included administering local elections,
supervision of staff, records management, completion of complex analytical snJdies and
thc interpretation of laws and ordinances.
Licenses; Certificates; Special RequIrements:
Certification as a Municipal Clerk by the International Institute of Municipal Clerks is required. Current
Califoroia Notary Public Conunission is required, or nntst be obtained within first six months of
employment.
Possession of a valid California Class C Drivers' License and Certificate of Automobile Insurance for
Personal Liability are required.
(T:\CITYRHCR\IOHSPf-i-CS\Cíty Clerk.duc
Exhibit A