Salary: $9,505.31 – $11,881.64 Monthly
Location : Livermore, CA
Job Type: Full time
Job Number: 23-131-01
Department: City Manager’s Office
Division: City Clerk
Opening Date: 06/28/2023
Closing Date: 7/17/2023 5:00 PM Pacific
Description
DEFINITION
Under direction of the City Clerk, the Assistant City Clerk performs a variety of analytical and professional administrative tasks in support of a wide range of programs, operations, services, and policies in the City Clerk’s Office. The Assistant City Clerk acts in the absence of the City Clerk, as directed, including attending City Council meetings.
DISTINGUISHING CHARACTERISTICS
The Assistant City Clerk has considerable latitude within policy parameters with the primary focus on day-to-day program administration. The Assistant City Clerk is distinguished from the City Clerk, which has statutory and overall responsibility for the division. The Assistant City Clerk is further distinguished from the Deputy City Clerk, which assists in program administration and provides lead direction and functional supervision over technical and clerical staff.
SUPERVISION RECEIVED
Receives administrative direction from the City Clerk.
SUPERVISION EXERCISED
Provides functional supervision to technical and clerical staff, temporary employees, and volunteers; may supervise assigned staff.
Examples of Important and Essential Functions
Program Functions
Coordinates publication of City Council agendas and meeting materials; supervises finalization and distribution of resolutions, ordinances, contracts, and other documents; attends City Council meetings and prepares minutes as assigned; administers release of records in accordance with the California Public Records Act; plans, organizes, develops, implements, and administers the citywide records management program; assists the City Clerk in administration of municipal elections; boards, commissions, and committees; local government academies; and monitoring compliance with State and local campaign finance and conflict of interest laws.
Internal and External Service Functions
Supervises the citywide contract routing process and Passport Acceptance Facility; coordinates and supervises bid openings, receipt of claims and subpoenas, City Council appointments to intergovernmental agencies, centralized mail service, and publication of legal notices.
Office Management Functions
Supervises, schedules, trains, and monitors staff, ensuring work is completed in an accurate and timely manner; participates in the hiring process; prepares performance evaluations and corrects job performance of assigned staff; coordinates City Clerk activities with other City departments, outside agencies, and the public, ensuring excellent customer service is provided; evaluates, develops, and monitors the division’s policies and procedures and makes recommendations for continuous improvement; and participates in preparing and monitoring the division’s budget. Assumes responsibility for the City Clerk’s Office in the absence of the City Clerk.
Municipal Regulatory Functions
Provides information and answers inquiries from officials, the public, and staff on laws, procedures, and policies, such as the Municipal Code, the Brown Act, the Political Reform Act, the California Public Records Act, the Elections Code, and the City Council and advisory body rules of procedure; assists the City Clerk in the administration of state and local campaign and disclosure laws and the City’s Conflict of Interest Code, and other special projects; ensures the provision of legal notices in accordance with City, State, and Federal laws; assists the City Clerk in the coordination of municipal elections; and assists in the monitoring of compliance with the State and local campaign finance and conflict laws.
Job Related and Essential Qualifications
Demonstrated Knowledge of:
Supervisory principles and practices; methods and practices of effective office management and project management; municipal government operations, structure and regulation, such as the Brown Act, Political Reform Act, Public Records Act, and Election Code; records management principles and practices; modern office technology, such as filing systems, personal computers, and data processing, data base, and spreadsheet software programs; and proper English usage, spelling, grammar, punctuation, and proofreading.
Demonstrated Skills to:
Supervise and manage several employees and projects at the same time, ensuring completion of projects in a timely manner; solve problems, use sound judgment, and make decisions that are consistent with department philosophy; work independently with minimal direction; communicate in a positive and clear manner (both written and verbal); effectively work with a variety of people at varying levels in the organization as well as the public and members of the city council; stay calm under the pressure of deadlines; prioritize projects; work with a sense of urgency; promote continuous improvement of systems and processes; provide an accurate and detail oriented work product; and exemplify an enthusiastic, resourceful, and effective customer service attitude with all who are contacted in the course of the work.
Ability to:
Learn, interpret, and apply City and department and division rules, regulations, policies, practices, ordinances, resolutions and laws; acquire a working knowledge of other department functions and operations; and learn and operate specialized systems and software, such as web content management, scheduling, agenda management, and document imaging systems.
Experience and Training Guidelines
Any combination of experience, education, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: Three years of increasingly responsible office management experience including supervision, interpretation of laws and regulations, and extensive public contact. Public sector experience is desirable; experience in a City Clerk’s Office is highly desirable.
Education: Equivalent to a Bachelor’s degree with major course work public administration, business administration, or in a related field.
Training: Any recent training such as academic courses and certification programs which are relevant to this job classification.
License: Possession of an appropriate valid California Driver’s License and a satisfactory driving record as determined by the City.
Certification: Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks is highly desirable.
Other Requirements: Willingness and ability to work such hours as are necessary to accomplish the job requirements; attend evening, weekend, and out-of-town meetings and seminars during work and non-work hours, as needed.
Special Requirements: Essential duties require the mental and/or physical ability to: work in a standard office environment; utilize a computer; bend, stoop, and reach; sit for extended periods of time; converse over the telephone and in person and be clearly understood; move objects weighing up to 30 pounds; document public meetings and transcribe into a written record; and drive a vehicle.
Additional Information
The City of Livermore is an equal opportunity employer and supports workforce diversity.
Effective July 3, 2023, the base salary range for this position will be $9,505.31 – $11,881.64.
CITY OF LIVERMORE
BENEFITS SUMMARY
Livermore Management Group
Please click here for a copy of the current Memorandum of Understanding (MOU) for the Livermore Management Group. The information contained here is a summary of benefits. For a more detailed summary of benefits for all employee groups, click here. Any errors or omissions do not constitute either an expressed or implied contract. Updated 5/2023
MOU TERM
07/01/2021 – 06/30/2025
SCHEDULED INCREASES
7/5/2021 2.5%
7/4/2022 4%
7/3/2023 3.0%
7/1/2024 2.5%
CAFETERIA PLAN (MEDICAL/DENTAL/VISION)
$1,950/month towards medical, dental, vision, additional & supplemental life insurance; unused balance paid in cash.
BASIC LIFE INSURANCE & ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE (AD & D)
$150,000 EE coverage, ER paid
$1,000 dependent coverage, ER paid
EE option to purchase $25,000 additional life insurance & supplemental life to $500,000.
LONG TERM DISABILITY (LTD)
60% of base monthly earnings to $6,000/month max. (180 day waiting period)
ER paid
PERS
New City of Livermore EEs are enrolled in the 2% at 60 formula or 2% at 62 formula, depending on eligibility, as per AB 340.
Classic PERS Misc Member – 2% at 60
- Member Rate = 7% EE paid
- Employer Rate = 38.31% ER paid
- 36 consecutive months Final Comp
- Sick Leave Credit
- 4th Level 59 Survivor Ben.
- Military Service Credit
New PERS Misc Member – 2% at 62
- Member Rate = 6.75% EE paid
- Employer Rate = 38.31% ER paid
- 36 consecutive months Final Comp
- Sick Leave Credit
- 4th Level 59 Survivor Ben.
- Military Service Credit
MEDICARE (Hired after 3/31/86)
EE paid 1.45%
ER paid 1.45%
RETIREMENT HEALTH SAVINGS (RHS)
City contribution of 4% of base pay into RHS account.
VACATION ACCRUALYears of ServiceTotal Accrual Per Year
180.6 hrs
2-5120.12 hrs
6-10135.98 hrs
11-15160.94 hrs
16-19180.18 hrs
20+192.4 hrs
Maximum accrual: 375 hours
HOLIDAYS
12 observed holidays
SICK LEAVE ACCRUAL
96.2 hours/year
SICK LEAVE USAGE:
- FAMILY SICK LEAVE: For immediate Family Illness – ½ Annual Sick Leave Accrual. Additional time upon approval of City Manager.
- PARENTAL LEAVE: 4 regularly scheduled workdays for non-birthing parent who becomes a parent by adoption, foster care placement, or birth of a child.
- BEREAVEMENT/ FUNERAL LEAVE (non-immediate family): 3 regularly scheduled workdays for sister-in-law and brother-in-law.
BEREAVEMENT LEAVE
3 regularly scheduled workdays max for immediate family.
ADMINISTRATIVE LEAVE
80 hours per year.
PREGNANCY LEAVE & FMLA/CFRA
EE may use accrued leaves in compliance with City Rules & Regs
Benefit provided as per regulations: Federal Family and Medical Leave Act, California Family Rights Act, and California Pregnancy Disability Act
DEFERRED COMPENSATION
ER contributes $185/per pay period, with required EE contribution of $75/per pay period
2023 Maximum:
Normal = $22,500
Age 50+ = $7,500
Catchup Limits = $45,000
SECTION 125 PLAN
No ER contribution
2023 Maximum
Dependent Care*: Up to $5,000/year — *See IRS Pub #503
Unreimbursed Medical: Up to $3,050/year
- Pre-tax Health Care Premiums
- FSA’s for Dependent Care
- Unreimbursed Medical Expenses
- Other options offered by plan administrator
UNIFORM ALLOWANCE
Police Facility and Equipment Manager: $600/year (equivalent to $23.07 per pay period)
SAFETY SHOE ALLOWANCE
Following are eligible for up to $200 reimbursement per fiscal year: Assistant City Engineer, Building Official, City Engineer, Construction Inspection Manager, Inspection & Neighborhood Preservation Manager; Public Works Supervisor, Senior Civil Engineer, and Water Resources Operations Manager
SUPERVISORY DIFFERENTIAL PAY
Minimum of 10% above base salary of non-mgmt subordinate, 7.5% above mgmt subordinate
ACTING PAY
If work minimum of 5 consecutive calendar days, paid @ lowest step of higher class with at least a 5% differential. If assignment > 12 months, optional increment of up to 7% or max of the range, whichever is less.
SPECIAL PROJECT PAY
If work minimum of 30 calendar days, 5%-7% differential. If full supervisory, additional % to reflect 2.5% over highest compensated subordinate. If assignment > 12 months, optional increase of up to 7%
BILINGUAL PAY
$50/pay period
Must be certified by Department Head, approved by City Manager, and used on the job.
CELL PHONE ALLOWANCE
If approved, $40/month or $90/month.
AUTO ALLOWANCE
$250/month for Assistant Community Development Director, Building Official, City Engineer, and Planning Manager
TUITION REIMBURSEMENT
75% reimbursement for tuition & books
For undergraduate studies, $4,000 FY max; $16,000 lifetime max
For graduate studies, $5,000 FY max; $10,000 lifetime max
LICENSES & CERTIFICATIONS
100% reimbursement for required licenses and certifications
EMPLOYEE ASSISTANCE PROGRAM
Three (3) sessions per incident per family member. Unlimited telephonic consultations.
PAY PERIODS
26 pay periods per year
ER = Employer
EE = Employee
FT = Full-Time
PT = Part-Time
01
Do you have at least 3 years of responsible office management experience including supervision, interpretation of laws and regulations, and extensive public contact?
- Yes
- No
02
Please describe your office management experience including supervision, interpretation of laws and regulations, and extensive public contact. Be sure to include your job title, dates of employment, and employer’s name for information referenced. A “see resume” or “see application” response will be considered an incomplete response.
03
Indicate your years of professional work experience in a City Clerk’s Office or similar municipal office.
- I have no experience in a City Clerk’s Office or similar municipal office.
- Less than one year.
- One to two years.
- Two to three years.
- More than three years.
04
Describe your experience interpreting and applying regulations associated with open government, transparency, and elections, such as the Brown Act, the Political Reform Act, the California Elections Code; or similar laws. Be sure to include your job title, dates of employment, and employer’s name for information referenced. A “see resume” or “see application” response will be considered an incomplete response.
05
Describe your experience with records management programs, policies, and regulations. What tools, systems, and/or procedures have you utilized when handling records? Be sure to include your job title, dates of employment, and employer’s name for information referenced. A “see resume” or “see application” response will be considered an incomplete response.
06
Describe your experience and level of proficiency with software such as the Microsoft Office Suite, Adobe Acrobat, web content management, agenda management, electronic document management systems, and other specialized systems. Be sure to include your job title, dates of employment, and employer’s name for information referenced. A “see resume” or “see application” response will be considered an incomplete response.
07
Describe your experience with the preparation, assembly, distribution, and follow-up of agenda-related materials for City Council meetings or other legislative bodies, including taking minutes. Be sure to include your job title, dates of employment, and employer’s name for information referenced. A “see resume” or “see application” response will be considered an incomplete response.
08
Do you have current Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC)?
- Yes
- No
09
Do you have current Master Municipal Clerk (MMC) designation by the International Institute of Municipal Clerks (IIMC)?
- Yes
- No
10
I hereby certify that my answers to the above questions are complete and true to the best of my knowledge. I agree and understand that any misstatement of the material facts contained in the application or supplemental questionnaire will cause me to forfeit all rights to employment with the City of Livermore.
- Yes
- No
Required Question