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HomeMy WebLinkAboutAgenda Report - February 6, 2002 I-01a 4 ► CITY OF LODI COUNCIL COMMUNICATION ir AGENDA TITLE: Adopt Resolution Approving Changes to Job Specification for the Position of City Clerk. MEETING DATE: Wednesday, February 6, 2002 SUBMITTED BY: Human Resources Director RECOMMENDED ACTION: To adopt resolution approving changes to the job specification for the position of City Clerk. BACKGROUND INFORMATION: The class specification for City Clerk has been revised to accurately reflect updates. The classification currently being used was last updated in 1993. For the Council Members' convenience we have highlighted new language added to the specification and lined through language that is being deleted (Exhibit A). No change in current salary is recommended. COST: N/A cc: City Attorney Respectfully submitted, Prepared By: Amy Flores, Management Analyst APPROVED: M'. Narloch, Human Resources Director I--- . Dixon Fly n -- City M ager r CITY OF LODI "Date" CITY CLERK DEFINITION Under policy direction of the City Council, plans, organizes, coordinates and directs the operations of the City Clerk's department; serves as Clerk of the City Council and Secretary of the Lodi Public Improvement Corporation, the -maedi Industrial Development Authority, and the Icer:,. Board of Review Lodi Financing Corporation and Redevelopment Agency of the City of Lodi; administers municipal elections; provides policy guidance and expert professional assistance to City departments and the citizens of the community in areas of responsibility; performs related duties as required. DISTINGUISHING CHARACTERISTICS This position is responsible for the preparation of City Council meeting agendas, packets and minutes, custody, maintenance and indexing of official city records, enforcement of laws pertaining to public records; administering legal procedures required for Assessment Districts, annexations and reorganizations, street and easement vacations, etc; and performs duties required by the City Clerk as set forth by state statute. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: • Plans, organizes, coordinates and directs the work of the City Clerk's department; prepares and administers the department's budget; develops and directs the implementation of goals, objectives, policies, procedures and work standards for the department. • Works closely with the City Manager, City Council, department management and other public and private entities in providing information and services. • Analyzes and enforces regulations pertaining to public records, municipal elections, campaign financing and conflict of interest. • Attends City Council meetings and is responsible for the documentation, maintenance, and dissemination of council actions including minutes, ordinances, resolutions and contracts. • Receives and processes initiative and referendum petitions; directs City-wide conflict of interest and campaign financing programs and serves as Filing Officer for campaign disclosure statements and Statements of Economic Interest. • Attends and records closed sessions of the City Council. • Plans, organizes and directs the conduct of municipal elections, in accordance with state and local election and campaign financing laws. • Plans, organizes, assigns, directs, evaluates and reviews the work of assigned staff, selects assigned personnel and provides for their training and professional development. • Prepares a variety of reports and shares signatory power for City contract administration, memoranda for submission to the City Manager, City Council and other agencies. CLASS SPECIFICATION City Clerk "DRAFT" EXHIBIT "A" CITY OF LODI Page 2 of 3 • Confers with and provides expert professional assistance to members of City departments in areas of responsibility and appears in court as required. • Represents the City in meetings with representatives of governmental agencies, business, professional and community agencies and the public. • Monitors and maintains current knowledge of developments related to City Clerk matters; evaluates their impact upon City operations and recommends and implements policy and procedural improvements. MINIMUM OUALIFICATIONS: Knowledge of: • Principles and practices of administrative management, including records management and systems analysis and implementation. • Ordinances and codes pertaining to records management, the conduct of municipal elections, City Council appeals and the Brown Act. • Administrative principles and methods including goal setting, program development and implementation, budgeting, staffing, and work standards development. • Principles and practices of effective employee supervision and department -level management. • Principles and practices of contract development, administration and evaluation. Ability to: • Plan, organize, assign, direct, review and evaluate departmental staff and activities. • Select, motivate, and evaluate staff and provide for their training and professional development. • Analyze and interpret complex legal documents and contracts and administrative procedures and regulations. • Develop and implement goals, objectives, policies, procedures, work standards and internal controls. • Prepare clear, concise and complete general meeting minutes, documentation, and other reports and correspondence. • Plan, organize and coordinate effective municipal elections. • Prepare and present organized and accurate oral reports. • Exercise sound, independent judgment within general policy guidelines. • Establish and maintain effective working relationships with City departments, City Council, other public, private entities and citizen groups and the public. Other Requirements: Must be willing to attend meetings outside of normal working hours. Certification as a municipal clerk is desirable. CLASS SPECIFICATION City Clerk "DRAFT" EDUCATION AND EXPERIENCE EXHIBIT "A" CITY OF LODI Page 3 of 3 Any combination equivalent to experience and education that would likely provide the required knowledge and abilities would be qualifying. A typical combination is: Education: Equivalent to two yews 3-f college or possession of an A.A. degree with major am:Jaework in public-advrin .*:ati , pab-c po:ie, -or a 03sely related field. • Equivalent to a Bachelor's degree from an accredited college or university in public administration or a related field. Experience: ly rcDp3nsiblc office administration Expo c we vrhith hcs included records be substituted for the college eduautir» z a mar for year b th . • Three years of progressively responsible administrative experience. • Additional responsible administrative experience with a municipal agency may be substituted for the required education on a year for year basis up to a maximum of two years of College Education. RESOLUTION NO. 2002-25 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING A REVISED JOB SPECIFICATION FOR THE POSITION OF CITY CLERK NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby approve a revised job specification for the position of City Clerk, as shown on Exhibit A, attached hereto. Dated: February 6, 2002 I hereby certify that Resolution No. 2002-25 was passed and adopted by the Lodi City Council in a regular meeting held February 6, 2002 by the following vote: AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Nakanishi, and Mayor Pennino NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None SUSAN J. BLACKSTON City Clerk 2002-25 IEXHIBIT AI CITY OF LOD] February 6, 2002 CITY CLERK DEFINITION Under policy direction of the City Council, plans, organizes, coordinates and directs the operations of the City Clerk's department; serves as Clerk of the City Council and Secretary of the Lodi Public Improvement Corporation, Industrial Development Authority, Lodi Financing Corporation and Redevelopment Agency of the City of Lodi; administers municipal elections; provides policy guidance and expert professional assistance to City departments and the citizens of the community in areas of responsibility; performs related duties as required. DISTINGUISHING CHARACTERISTICS This position is responsible for the preparation of City Council meeting agendas, packets and minutes, custody, maintenance and indexing of official city records, enforcement of laws pertaining to public records; administering legal procedures required for Assessment Districts, annexations and reorganizations, street and easement vacations, etc; and performs duties required by the City Clerk as set forth by state statute. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: • Plans, organizes, coordinates and directs the work of the City Clerk's department; prepares and administers the department's budget; develops and directs the implementation of goals, objectives, policies, procedures and work standards for the department. • Works closely with the City Manager, City Council, department management and other public and private entities in providing information and services. • Analyzes and enforces regulations pertaining to public records, municipal elections, campaign financing and conflict of interest. • Attends City Council meetings and is responsible for the documentation, maintenance, and dissemination of council actions including minutes, ordinances, resolutions and contracts. • Receives and processes initiative and referendum petitions; directs City-wide conflict of interest and campaign financing programs and serves as Filing Officer for campaign disclosure statements and Statements of Economic Interest. • Attends and records dosed sessions of the City Council. • Plans, organizes and directs the conduct of municipal elections, in accordance with state and local election and campaign financing laws. • Plans, organizes, assigns, directs, evaluates and reviews the work of assigned staff, selects assigned personnel and provides for their training and professional development. • Prepares a variety of reports and shares signatory power for City contract administration, memoranda for submission to the City Manager, City Council and other agencies. • Confers with and provides expert professional assistance to members of City departments in areas of responsibility and appears in court as required. CLASS SPECIFICATION City Clerk CITY OF LODI Page 2 of 3 • Represents the City in meetings with representatives of governmental agencies, business, professional and community agencies and the public. • Monitors and maintains current knowledge of developments related to City Clerk matters; evaluates their impact upon City operations and recommends and implements policy and procedural improvements. MINIMUM OUALIFICATIONS: Knowledpe fit • Principles and practices of administrative management, including records management and systems analysis and implementation. • Ordinances and codes pertaining to records management, the conduct of municipal elections, City Council appeals and the Brown Act. • Administrative principles and methods including goal setting, program development and implementation, budgeting, staffing, and work standards development. • Principles and practices of effective employee supervision and department -level management. • Principles and practices of contract development, administration and evaluation. Ability to: • Plan, organize, assign, direct, review and evaluate departmental staff and activities. • Select, motivate, and evaluate staff and provide for their training and professional development. • Analyze and interpret complex legal documents and contracts and administrative procedures and regulations. • Develop and implement goals, objectives, policies, procedures, work standards and internal controls. • Prepare clear, concise and complete general meeting minutes, documentation, and other reports and correspondence. • Plan, organize and coordinate effective municipal elections. • Prepare and present organized and accurate oral reports. • Exercise sound, independent judgment within general policy guidelines. • Establish and maintain effective working relationships with City departments, City Council, other public, private entities and citizen groups and the public. liber Reouirements: Must be willing to attend meetings outside of normal working hours. Certification as a municipal clerk is desirable. CLASS SPECIFICATION City Clerk EDUCATION AND EXPERIENCE CITY OF LODI Page 3 of 3 Any combination equivalent to experience and education that would likely provide the required knowledge and abilities would be qualifying. A typical combination is: Education: • Equivalent to a Bachelor's degree from an accredited college or university in public administration or a related field. Exneriencg; • Three years of progressively responsible administrative experience. • Additional responsible administrative experience with a municipal agency may be substituted for the required education on a year for year basis up to a maximum of two years of College Education.