Loading...
HomeMy WebLinkAbout2019-354Resolution No. 2019-354 RESOLUTION NO. 2019-354 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVING AND ESTABLISING THE CLASSIFICATION AND JOB DESCRIPTION OF CITY CLERK WHEREAS, the City Charter adopted by voters on November 8, 2016, and filed with the California Secretary of State on January 31, 2017, establishes the City Clerk as a position appointed by the Mayor and City Council following the conclusion of the. elected City Clerk's term in office; and WHEREAS, the elected City Clerk's term in office will end on March 3, 2020; and WHEREAS, there is a need to establish the classification and job description for an appointed City Clerk; and WHEREAS, in accordance with Chapter 2.04 of the City of San Bernardino's Municipal Code, any position appointed by the Mayor and City Council, including the City Clerk, will serve in an unclassified, "at -will" capacity; and WHEREAS, the appointed City Clerk will be placed in the Management/Confidential Association applicable to non -sworn executive managers. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and con-cci and are incorporated herein by this reference. SECTION 2. The classification of the appointed City Clerk, Range 630, $10,278- $12,493 per month, is hereby established as an unclassified, at -will position in the management/confidential association and the job description for said position, attached hereto and incorporated hereto as Exhibit "A", is hereby approved; and SECTION 3. On March 3, 2020, at the conclusion of the elected City Clerk's term in office, the classification for the elected City Clerk (#10391), is hereby deleted; and SECTION 4. The Director of Human Resources is authorized to update the City of San Bernardino Salary Schedule for full-time non -safety classifications adopted by Resolution No. 2019-167 to reflect these actions; and SECTION 5. That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that Resolution No. 2019-354 the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This APPROVED and ADOPTED by the Cil by the City Clerk this 4h day of December 2019. Attest: Georgeann Harty 'MMC, City Clerk Approved as to form: 1 - Gary D. Saenz, City Attorney shall become effective immediately. the Mayor and attested John Valdivia, Mayor City of San Bernardino Resolution No. 2019-354 CERTIFICATION STATE OF CALIFORNIA) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Georgeann Hanna, MMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2019-354, adopted at a regular meeting held on the 4th day of December 2019 by the following vote: Council Members: SANCHEZ MARRA FIGUEROA SHORETT NICKEL RICHARD MULVIHILL AYES NAYS ABSTAIN ABSENT Y. WITNESS my hand and official seal of the City of San Bernardino this a day of December 2019. Geor ' ann Hanna, N4MC, City Clerk PROPOSED Class Code: M/CC Date Updated: December 4, 2019 City of San Bernardino Signature: Director, Human Resources Bargaining Unit: Management/Confidential Class Specification CITY CLERK (U) JOB SUMMARY Under policy direction, plans, directs and manages the activities and operations of the City Clerk's Office including the preparation and maintenance of official City documents and records; serves as Clerk of the Council; administers municipal elections; provides policy guidance and expert professional assistance to City departments in areas of responsibility; performs related work as assigned. DISTINGUISHING CHARACTERISTICS The incumbent of this classification is an appointee who serves at the pleasure of the Mayor and City Council. The incumbent manages the overall policy development, program planning, fiscal management, administration and operations of the City Clerk's department. The incumbent manages programs and services including municipal elections, the administration and enforcement of state and federal laws regarding election and campaign financing disclosure, preparation of City Council minutes, maintenance and indexing of official City records, and a city-wide records management program; performs legislative analysis and enforces laws pertaining to elections, public records and conflict of interest. Many of the City Clerk functions and activities are prescribed by the City Charter, ordinances, and federal and state laws. 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 the City Clerk's office; with subordinate managers and supervisors, 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 and monitoring performance against the annual departmental budget. 2. Participates with the City Manager, elected officials and other managers in establishing strategic plans for the City; sets overall management and policy goals and objectives for the City Clerk's Office within the administrative and legislative framework established by the City Manager and the Mayor and City Council; coordinates department program and policy issues with managers of other departments and/or on a City-wide basis. 3. Plans and evaluates the performance of supervisors and staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; provides or recommends compensation and other rewards to recognize performance; takes disciplinary action, up City Clerk (U) Page 1 PROPOSED to and including termination, to address performance deficiencies, subject to management concurrence, in accordance with the City's human resources policies and procedures, Personnel Service Commission Rules and labor contract provisions. 4. Provides leadership and works with supervisors and staff to develop and retain highly competent, customer service-oriented staff through selection, compensation, training and day-to-day management practices that support the City's mission, strategic goals and core values. 5. Attends City Council meetings and directs preparation of the agenda and supporting materials; takes minutes, records votes and administers oaths or affirmations; directs the documentation, maintenance and dissemination of all City Council actions including minutes, ordinances, resolutions, agreements and deeds; prepares requests for Council action; directs the legal posting and publication of notices, postings, ordinances, bids and public hearings to ensure Brown Act requirements are met; attends pre -agenda meetings and agenda briefings. 6. Directs and coordinates a records management program for official City records and archives; acts as custodian of official, permanent ordinances, resolutions and other documents for which the City Clerk's Office is the office of record; reviews resolutions and ordinances for correctness and codifies ordinances in the City's Municipal Code; periodically publishes and distributes Municipal Code updates. 7. Directs and manages the collection of transient occupancy and utility taxes; directs review of applications and issuance of U.S. passports in accordance with requirements of the U.S. Passport Agency. 8. Plans, supervises, coordinates and administers the conduct of municipal elections; plans voter outreach initiatives and directs the registration of voters; in collaboration with the City Attorney, ensures the legality of election proceedings in accordance with state and local election and campaign financing laws; administers procedures for filing Statements of Economic Interest and campaign financing statements and reporting; notifies affected parties of FPPC requirements and deadlines and answers questions regarding filing issues from the Mayor and City Council, designated City employees, candidates, consultants, the media and the public; certifies election results. 9. Analyzes and ensures compliance with local, state and federal laws pertaining to public records, municipal elections, campaign financing and conflict of interest and advises the City Manager and the Mayor and City Council regarding the requirements of such legislation. 10. Researches and prepares reports for the City Manager and the Mayor and City Council; works closely with the City Manager, Mayor, City Council, City departments, other public and private entities, the media and the public in providing public records information and services; responds to and resolves difficult and sensitive citizen inquiries and complaints; assists the public and City staff by providing information and research assistance; certifies the authenticity of City documents. 11. Maintains official custody of the City seal and shares signatory power on ordinances, resolutions and agreements; certifies copies of official documents. 12. Receives the service of claims and subpoenas on behalf of the City; officiates at bid openings and prepares or directs the preparation of related documents. 13. Participates in a variety of public relations activities on behalf of the City, including liaison with Sister City representatives, Chambers of Commerce, community organizations and the media. 14. Attends professional and community events and meetings. GENERAL QUALIFICATIONS City Clerk (U) Page 2 PROPOSED 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. 4. The Brown Act, Roberts Rules of Order, parliamentary procedure and other rules and procedures governing the notice and conduct of public hearings. 5. The California State Election Code and other applicable ordinances and laws pertaining to the conduct of municipal elections. 6. The California Public Records Act and other applicable federal, state and local law governing the maintenance and retention of public records. 7. Other federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility. 8. Principles and practices of public administration, including budgeting, purchasing, contract administration and maintenance of public records. 9. Research methods and analysis techniques. 10. Principles and practices of sound business communication. 11. Principles and practices of effective management and supervision. 12. City human resources policies and procedures, Personnel Service Commission Rules and labor contract provisions. Ability to: 1. Plan, organize, direct, integrate and evaluate a variety of City Clerk's Office programs and services. 2. Develop and implement goals, objectives, policies, procedures and internal controls. 3. Analyze, interpret, explain and apply complex legal documents, contracts and administrative procedures and regulations. 4. Analyze complex technical and administrative problems, evaluate alternatives and adopt effective courses of action. 5. Prepare clear, concise and comprehensive correspondence, minutes, reports, studies and other written materials. 6. Plan, organize and coordinate effective municipal elections. 7. Prepare and present organized and accurate oral reports. 8. Exercise sound, expert judgment within general policy guidelines. 9. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations. 10. Establish and maintain effective working relationships with the City Manager, Mayor, Council members, department directors and staff, customers, professional and community organizations, the media, 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 an accredited college or university with a major in public or business administration, political science or a related field; and seven years of increasingly responsible experience in the administration of a City Clerk's or similar office including at least three years of supervisory experience; or an equivalent combination of training and experience. Prior administrative experience as a Deputy or Assistant City Clerk in a large municipality is highly desirable City Clerk (U) Page 3 PROPOSED Licenses; Certificates; Special Requirements. A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy. Possession of an International Institute of Municipal Clerks designation as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) or the equivalent. Certification as a California Notary Public is desirable. PHYSICAL DEMANDS The physical and mental 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 is usually quiet. City Clerk (U) Page 4