City Clerk ()

Location

1198 El Camino Real Colma, 94080

Description

The Town of Colma is accepting applications for the position of City Clerk. 

Do you have experience managing administrative duties in a City Clerk's Office? If so, this amazing opportunity is for you! 

The Town of Colma, known worldwide as the "City Of Souls," is the smallest city in San Mateo County with over 1,509 residents and 1.5 million "souls." However, Colma is more than just cemeteries. Colma's commercial buildings make a distinct architectural statement resulting from design standards that encourage Spanish-Mediterranean motifs. The small-town approach to modern, municipal government reflects a commitment to both a healthy business climate and a harmonious relationship with residents. 

THE POSITION

The City Clerk is a professional clerical and administrative specialist. With direction from the
City Manager, the incumbent is responsible for direct supervision of the Administrative
Technicians and support to the City Council and City Manager; maintenance of correspondence,
records, meeting schedules, agendas and project records; and serves as the key liaison with the
public and outside agencies on a daily basis. Incumbent may exercise independent purchasing
authority.

TYPICAL DUTIES AND RESPONSIBILITIES:

Duties may include, but are not limited to the following:

• Performs complex duties related to FPPC requirements, election activities, City Council ordinances, resolutions, agenda materials and meeting minutes, management and Council Member scheduling, specialized correspondence for various managers and/or Council Members.
• Plans, directs, assigns and coordinates the City Clerk work plan through appropriate staff; reviews and evaluates work methods, procedures, and service delivery methods for improving organizational performance, enhancing services, and meeting goals. 
• Selects, trains, and evaluates personnel; provides or coordinates in-service training; identifies and resolves staff deficiencies; fulfills discipline procedures; reviews the work of department personnel to ensure compliance with applicable federal, state and local laws, codes, and regulations.
• Plans and directs the conduct of municipal elections.
• Proofreads for accuracy, technical consistency, correct form, content and proper English usage; composes correspondence and memos.
• Researches, compiles and analyzes data for reports; develops and maintains databases; may provide analytical support to management projects.
• Receives, sorts and distributes incoming and outgoing mail.
• Issues, receives, types and processes various applications, reports, permits and other forms.
• Exhibits and encourages behavior that is consistent with the Town’s risk management program and decreases risk of accident or injury to self, employees, residents, visitors and their property
• Acts as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with Town regulations and practices relating to those functions.
• Determines appropriate accounting codes for expenditures.
• Conducts research and provides options to supervisor regarding procurement of supplies, services, etc.
• Responds to complex public inquiries both on the telephone and in person, and refers to an   appropriate staff member for more specific information as appropriate.
• Serves as lead of the Administrative Technicians.
• Assists and may initiate development of procedures, operating manuals, written material, budgets, forms, charts and/or other documents or projects.
• Serves on committees and task forces.
• Works with sensitive and confidential material on a regular basis including personnel, police and litigation related files.
• Works flexible schedule including evenings and weekends.

Please refer to job description for additional details. The duties described in this job announcement are intended only as illustrations of the basic types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Job PDF: 

Ideal Candidate

Education and Experience

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Education: Graduation from an accredited college or university with a bachelor’s degree in
  business administration, public administration, or a closely related field
• Experience: Four years of journey-level experience in the public sector.

Certificate
Possession of a Certified Municipal Clerk certificate or ability to obtain certificate within two
years of appointment.

License
Possession of an appropriate valid California Driver’s License.

QUALIFICATIONS

Knowledge of:

• Modern Office Technology
• Principles and practices of customer service
• Methods and techniques of administrative analysis
• Pertinent Federal, State, Town and department guidelines and procedures
• Standard office and administrative policies and procedures
• Computer applications involving word processing, spreadsheets, data entry, database access and/or standard report generation
• Standard office practices and procedures, including filing and the operation of standard office equipment, including a computer and applicable software
• Business letter writing and the standard format for typed materials
• Methods and techniques for basic report preparation and writing
• Basic mathematical principles
• Basic techniques of supervision
• Specialized recordkeeping principles and procedures
• Public administration principles; requirements of the Brown Act; California municipal legislative processes, records retention, and election laws and procedures; reporting requirements of the Political Reform Act of 1979 as amended

Ability to:

• Represent Town in a positive manner
• Establish, maintain and foster cooperative working relations with others from diverse backgrounds, including elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone
• Follow written and oral instructions and procedures
• Communicate effectively, both orally and in writing, by using proper English grammar, spelling and punctuation
• Perform most complex administrative secretarial and clerical duties with speed and accuracy; understand and explain pertinent policies and procedures
• Exercise sound judgment
• Take accurate meeting minutes
• Keep current knowledge of municipal law and procedures, election laws, political reform
• Maintain confidentiality
• Compile, correlate and analyze a large volume of written and numerical data
• Conceive and effectively propose solutions to problems
• Acquire knowledge of, interpret and apply policies, procedures, codes, regulations and laws related to Town operations, other functions of the city and other governmental agencies in a timely manner
• Effectively train and/or educate other employees
• Perform duties on a regular and consistent basis; meet critical deadlines
• Process, input, compute and reconcile financial data
• Coordinate office functions
• Make adjustments to standard operating procedures as is appropriate
• Prepare and maintain accurate documents, records and reports
• Maintain accurate office files

Benefits

• CALPERS Retirement:  2% @ 60 Classic Member; 2% @ 62 PEPRA Members
• Participation in Social Security
• 457 Deferred Contribution Plan Town matched $100 /mo. for regular employees
• Medical Insurance (as offered by CalPERS) or $250/mo. cash in lieu of medical insurance; Delta Dental Insurance; VSP Vision Insurance
• Flexible Spending Account
• Retiree Health Savings Account Arrangement Contribution of 1.5% of base salary
• Vacation: 80 –160 hours accrual depending on length of service
• Sick Leave: 8 hours/mo. up to 1,040 hours
• Holidays: 13 paid holidays 
• Management Leave: 80 hours per calendar year 
• $50,000 Life Insurance
• Pre-Tax Commuter Benefits
• Tuition reimbursement up to $1,000 per year
• Up to $47/mo. Town contribution toward health club membership
• Access to fitness room
• Employees Assistance Program with confidential work & life counseling & support services
• Discounted specific Town recreation programs
• Long Term Care Program

For a full description of benefits, please see: https://www.colma.ca.gov/benefits/

Special Instructions

APPLICATION PROCESS

To be considered for this employment opportunity, you must complete the online application along with the supplemental questions. A resume and cover letter may be included but does not substitute for a complete application. Applications with "see resume" as a substitution for the work experience description, those with unclear past employment information or those with missing or insufficient information to evaluate possession of minimum qualifications, will not be considered.  Applications can be obtained online at https://www.calopps.org/town-of-colma.

Calopps.org:  Some email accounts have been known to place these emails in the spam/junk file. Please check your email folders/settings or accept emails ending with calopps.org.

Applicants will be assessed on the applications and supplemental questionnaires submitted. Applicants may be screened to the most qualified and invited to the next step in the recruitment process, an oral panel interview. The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations.

Deadline to apply is Sunday, April 7 at 11:59 PM PDT. 

Human Resources has the right to revise this process as needed based on business needs. 

After a mutual interest has been established, the final candidate must pass a Town of Colma background check which includes but is not limited to the Department of Justice fingerprinting scan. The selected candidate may undergo a more extensive background check.

THE INFORMATION INCLUDED IN THIS ANNOUNCEMENT MAY BE CHANGED AT ANY TIME. THE INFORMATION DOES NOT CONSTITUTE EITHER AN EXPRESS OR IMPLIED CONTRACT.

THE TOWN RESERVES THE RIGHT, AT ITS DISCRETION, TO LIMIT THE NUMBER OF QUALIFIED CANDIDATES INVITED TO THE SELECTION PROCESS. TESTS MAY CONSIST OF ANY COMBINATION OF WRITTEN, ORAL OR OTHER EXERCISES OR ASSESSMENT PROCEDURES AS DEEMED APPROPRIATE BY THE TOWN, IN ORDER TO EVALUATE JOB KNOWLEDGE, SKILLS AND/OR ABILITIES AS THEY RELATE TO THE POSITION. THE TOWN MAY, WITHOUT NOTICE, CHANGE OR ELIMINATE ANY PARTICULAR ASSESSMENT COMPONENT OR COMBINATION OF COMPONENTS AS NEEDS DICTATE.

THE TOWN WILL MAKE REASONABLE EFFORTS IN THE SELECTION PROCESS TO ACCOMMODATE PERSONS WITH DISABILITIES. PLEASE ADVISE THE HUMAN RESOURCES DEPARTMENT OF SUCH SPECIAL NEEDS AT THE TIME OF APPLICATION.

ALL EMPLOYEES HIRED BY THE TOWN OF COLMA MUST BE LEGALLY AUTHORIZED TO WORK IN THE UNITED STATES AND WILL BE REQUIRED TO PRODUCE CERTAIN DOCUMENTS VERIFYING SUCH INFORMATION. 

The Town of Colma is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, religion, ancestry, physical or mental disability, marital status, sexual orientation, or national origin in its employment actions, decisions, policies and practices.

Recruitment Contact

Contact phone: 

Contact email: