Assistant City Clerk

THIS RECRUITMENT WILL CLOSE AFTER RECEIPT OF THE FIRST 50 APPLICATIONS, OR BY NOVEMBER 6, 2023, WHICHEVER OCCURS FIRST. 

Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached.

Anchored in the foothills of the Sierra Nevada - 20 miles east of Sacramento and about 1.5 hours from Lake Tahoe - the City of Folsom is comprised of beautiful parks and trails, and boasts excellent schools, family-orientated neighborhoods, and outstanding shopping, dining, and cultural options. Folsom is a high-tech, forward-looking city, with firms ranging from small to large international corporations. Voted by WalletHub as the Best Place for Families to Live in California, and 2nd Best Lake Town in America, Folsom is recognized for its affordability, fair weather, education, and health.     


The City of Folsom is currently recruiting for an Assistant City Clerk to join the City Clerk's Office.

Under the supervision of the City Clerk, the Assistant City Clerk will perform a variety of complex and responsible clerical functions for the City Clerk Department; and accumulate, maintain, and protect official city documents and records. Incumbents may oversee, monitor, and/or direct the work of lower level personnel.

DISTINGUISHING CHARACTERISTICS
The Assistant City Clerk classification is distinguished from the Office Assistant series and the Administrative and Executive Assistant classes in that the former performs specialized office support duties that require thorough knowledge of policies and procedures pertaining to matters before the City Council such as Council agendas, resolutions, ordinances, and records management.  The Assistant City Clerk class is distinguished from the Legal Assistant classification in that the latter requires specialized knowledge of legal terminology, procedures, and formats commonly used in a legal office environment.NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Assist the City Clerk in the day-to-day operations of the department.
• Assist in the planning, organizing, and supervision of the records management program, including performing complex records maintenance.
• Administer execution, indexing, and archiving of legal records, including contracts, agreements, deeds, and recording documents with County Recorder.
• Maintain and coordinate the processing of claims presented against the City;
• Prepare timesheet submittals for payroll
• Prepare requests for payment
• Assist with processing and production of public records requests
• Assist in agenda preparation, including agendas, agenda packets, and hearing notices.
• Assist with commission/committee recruitment and maintain rosters
• Assist in the composing, scheduling, publishing, and posting of legal notices.
• Assist in the maintenance of the departmental web page.
• Develop departmental and informational brochures.
• Perform research and work on special projects.
• Provide Notary service to all city departments.
• May occasionally be required to attend City Council meetings.
• Assist in the preparation of notices associated with the Fair Political Practices Commission, including annual, leaving, and assuming office statements.
• Act in the absence of the City Clerk on specific duties as assigned.
• Respond to inquiries from the public by letter, telephone, and in person regarding City Council actions and records.
• Proofread reports, forms, and other typed material for mathematical, grammatical, and procedural adequacy.
• Oversee, monitor, and/or direct the work of lower level personnel.
• Perform related duties as assigned.

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Essential Duties" section of this specification.
 
Knowledge of:

• Business letter writing and basic report preparation.
• English grammar, spelling, vocabulary, and punctuation.
• Principles of records management.
• Public Records Act requirements.
• Brown Act requirements.
• Working knowledge of city government and its organization.
• Working knowledge of activities and responsibilities of a City Clerk's department.
• Fair Political Practice Commission filing requirements.
• Modern office procedures, methods, and computer equipment.
• Common word processing, spreadsheet, and database software; specialized software commonly used in a City Clerk's office.

Ability to:

• Organize work, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of supervision.
• Maintain accurate records and files.
• Provide responsible clerical and technical support to the City Clerk.
• Maintain complex records management and records retention system.
• Read, understand, and learn the City Municipal Code and City Charter.
• Type at a speed necessary for successful job performance.
• Analyze situations and adopt effective courses of action.
• Interpret and apply departmental policies and procedures.
• Effectively communicate verbally and in writing.
• Oversee, monitor, and direct the work of lower level personnel.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications:
 
Education:     
Equivalent to the completion of the twelfth (12) grade. 
 
Experience:
Four (4) years of full-time, increasingly responsible clerical experience working in a public agency.
 
License, Certificate, Registration Requirements:

• Some positions may require the possession of, or the ability to obtain and retain, a California Class C driver license by the time of appointment. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.
• Possession of a Notary commission issued by the California Secretary of State within six months of appointment.

Physical Requirements:
Work is performed in a typical office environment. (1) Mobility:  frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting:  frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision:  constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.  (4) Dexterity:  frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/ Talking:  frequent hearing and talking, in person and on the phone. (6) Emotional/ Psychological:  frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental:  frequent exposure to noise. 
 
Other Requirements:
Must be willing to attend meetings outside of normal working hours.

Salary : $61,269 - $77,614