HomeMy WebLinkAbout2016-184 RESOLUTION NO. 2016-184
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2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO ESTABLISHING ONE (1) CHIEF DEPUTY CITY CLERK (U)
3 AND APPROVING THE JOB DESCRIPTION; ADDING ONE (1) CHIEF DEPUTY
CITY CLERK (U) TO THE CITY'S CLERK'S TABLE OF ORGANIZATION; AND
4 DELETING ONE (1) DEPUTY CITY CLERK (U) FROM THE CITY'S CLERK'S
5 TABLE OF ORGANIZATION.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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8 SECTION 1. The position of Chief Deputy City Clerk (U), Range 4541, $6,594.00 -
9 $8,015.00/month, is hereby established and the job description for said position, attached
10 hereto as Exhibit"A", is approved; and
11 SECTION 2. The addition of one (1) Chief Deputy City Clerk (U), Range 4541,
12 $6,594.00 - $8,015.00/month to the City Clerk's table of organization; and
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SECTION 3. The deletion of one (1) Deputy City Clerk (U), Range 3478, $4,816.00 -
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15 $5,854/month to the City Clerk's table of organization; and
16 SECTION 4. Authorize the Interim Director of Human Resources to update Resolution
17 Nos 97-244 and 2011-218 to reflect these changes; and
18 SECTION 5. The Director of Finance is hereby authorized to amend the FY 2016/17
19 budgets to reflect these actions.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO ESTABLISHING ONE (1) CHIEF DEPUTY CITY CLERK (U)
AND APPROVING THE JOB DESCRIPTION; ADDING ONE (1) CHIEF DEPUTY
3 CITY CLERK (U) TO THE CITY'S CLERK'S TABLE OF ORGANIZATION; AND
DELETING ONE (1) DEPUTY CITY CLERK (U) FROM THE CITY'S CLERK'S
4 TABLE OF ORGANIZATION.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the
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8 6th day of September, 2016, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 MARQUEZ X
11 BARRIOS X
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VALDIVIA X
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14 SHORETT X
15 NICKEL X
16 RICHARD X
17 MULVIHILL X-
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20 George Hanna, 00t, City Clerk
21 The foregoing resolution is hereby approved this JCS day of September, 2016.
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23 �
R. CAREY D IS, Mayor
24 City of San ernardino
25 Approved as to form:
26 Gary D. Saenz, City Attorney
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By:
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F�LNARp� EXHIBIT A
Class Code:
EDtN�s•� M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
Class Specification
CHIEF DEPUTY CITY CLERK (U)
JOB SUMMARY
Under general direction, assists the City Clerk in managing and carrying out the programs and
activities of the City Clerk's Office; drafts and finalizes City Council agenda, minutes and follow
ups; manages and directs work of other administrative employees; and performs related duties
as assigned.
DISTINGUISHING CHARACTERISTICS
Chief Deputy City Clerk is responsible for assisting the City Clerk in managing and carrying out
responsibilities and functions of that office, including the preparation of agenda and minutes,
maintenance of official City records and preparation for and conduct of City elections. The
incumbent has full management responsibility for assigned divisions and support staff and is
responsible for a broad scope of work requiring a high degree of independent judgment and
discretion, difficult problem solving, and broad knowledge and experience in the field.
Chief Deputy City Clerk is distinguished from Deputy City Clerk in that an incumbent in the
former class is responsible for day-to-day management of the work of other administrative
employees in the City Clerk's Office and performs more complex and sensitive duties requiring a
broader knowledge of City operations. The Chief Deputy City Clerk acts for the City Clerk in that
individual's absence.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various 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 this class.
1. Plans, organizes, controls, manages and evaluates the work of staff; with subordinate
staff, participates in establishing operational plans and initiatives to meet department
goals and objectives; implements departmental plans, work programs, processes,
procedures and policies required to achieve overall department performance results;
coordinates and integrates department functions and responsibilities to achieve optimal
efficiency and effectiveness; participates in developing, monitoring and overseeing
performance against the annual departmental budget.
2. Monitors performance and provides coaching for performance improvement and
development; provides or recommends rewards to recognize performance;
3. Provides leadership and works with staff in the Administrative and Records divisions to
develop and maintain a high performance, customer service-oriented work environment
that supports achieving the City's mission, strategic goals and core values.
Chief Deputy City Clerk(U) Page 1
EXHIBIT A
4. Compiles, drafts, reviews, proofreads and finalizes City Council meeting agendas;
reviews staff reports and document for all agenda packets and assigns item numbers;
attends pre-agenda meetings and agenda briefings; oversees assembly and distribution
of electronic agenda packets to City Council members, the Mayor, the City Manager,
City departments and interested members of the public; coordinates for official
publication and posting of notices regarding City Council meetings and agendas; verifies
City Council actions and proofreads meeting summaries, minutes and transcripts;
prepares and distributes follow ups on Council actions and directions to staff; distributes
and files documents following Council action; oversees the assignment of resolution and
ordinance numbers and ensures resolutions/ordinances are processed within specified
times; supervises follow up on contracts and agreements; ensures the timely recordation
of deeds, easements and other documents with the County Recorder; coordinates
execution of all legal documents approved by the City Council; coordinates City Clerk's
office activities with other City departments and outside agencies.
5. Oversees the day-to-day activities of the Records Management division; supervises and
approves changes to the Records Retention Schedule; approves the destruction of
reports in accordance with City policy and the Records Retention Schedule; coordinates
the filing of permanent historical documents related to Council actions; coordinates and
responds to inquiries and provides information and access to City records to City staff
and the public; conducts research on the more complex inquiries, especially those of an
extremely confidential and sensitive nature; retrieves and makes copies.
6. Oversees daily functions and staff activities of the Passport Acceptance Facility,
ensuring the issuance of passports is carried out in accordance with all legal
requirements.
7. Assists the City Clerk in conducting City elections, including elections regarding a variety
of ballot measures, to ensure compliance with legal requirements; provides information
and forms to candidates on election and candidacy requirements and procedures,
campaign financing disclosure requirements and processes candidate paperwork; in the
City Clerk's absence, issues nomination papers and explains the election process.
8. Stays abreast of changes in elections code and other changes in state and federal law
impacting operations of the City Clerk's Office.
9. Oversees and coordinates submission of SIB 90 claims as they apply to the Open
Meetings Act.
10. Attends City Council, Commission and other meetings requiring the City Clerk's
attendance and acts for the City Clerk in that individual's absence.
GENERAL QUALIFICATIONS
Knowledge of:
1. Policies, procedures and requirements governing the actions of an elected City Council
and the general functions of a municipal government.
2. Organization, functions, procedures and rules of the Council and Council Committees.
3. City Charter and Municipal Code provisions related to the operations of the City Clerk's
function and matters which come before the Council and its Committees.
Chief Deputy City Clerk(U) Page 2
EXHIBIT A
4. The Brown Act and rules and procedures governing the notice and conduct of public
hearings.
5. The California Public Records Act and other applicable federal, state and local law
governing the maintenance and retention of public records.
6. The California State Election Code, election procedures and Fair Political Practices
Commission rules and requirements.
7. Uses and operations of standard business and specialized software used in the agenda
process and document imaging.
8. Standard office administrative practices and procedures.
9. Principles and practices of standard business communication.
10. Principles and practices of effective customer service.
11. Principles and practices of effective management and supervision.
12. City human resources policies and procedures, Civil Service Commission Rules and
labor contract provisions.
Ability to:
1. Organize work, set priorities and follow up on work assignments of assigned divisions
and staff in the City Clerk's Office.
2. Proofread materials for conformance with City policies and procedures and for correct
English usage with a high degree of accuracy.
3. Analyze and interpret administrative policies and procedures, regulations, legal
documents and contracts.
4. Assist in the development and implementation of policies, procedures, work standards
and internal controls.
5. Operate a personal computer and standard office equipment.
6. Exercise sound independent judgment within established guidelines.
7. Meet critical deadlines while maintaining sufficient flexibility to meet other office needs.
8. Provide leadership and ensure the highest levels of customer service are provided to
both internal and external customers.
9. Prepare clear, concise and complete meeting documentation, reports and other written
correspondence and reports.
10. Exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive
and confidential.
11. Establish and maintain effective working relationships with the City Manager, Mayor,
Council members, department heads and staff, media representatives, the public and
others encountered in the course of work.
MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from a four-year college or university; five years of highly responsible administrative
experience involving the development and maintenance of detailed and complex records
and legal documents, the meeting of critical deadlines and the interpretation of laws,
regulations and other legal requirements, at least three of which were in a City Clerk's
Office; and/or an equivalent combination of training and experience.
Accreditation shall be by a national or regional accreditation body that is recognized by the
secretary of the United States Department of Education.
Chief Deputy City Clerk(U) Page 3
EXHIBIT A
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
Current certification as a Certified Municipal Clerk by the International Institute of Municipal
Clerks or the equivalent.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear,
both in person and by telephone; use hands to finger, handle and feel computers and standard
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level varies.
Chief Deputy City Clerk(U) Page 4