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Assistant Director - Records & Election Services (Asst. City Clerk)

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Assistant Director - Records & Election Services (Asst. City Clerk)

Salary

$160,584.00 - $198,252.00 Annually

Location

City of Santa Monica, CA

Job Type

Full-Time Regular

Job Number

247010-01

Department

Records and Election Services

Division

Administration

Opening Date

09/03/2024

Closing Date

9/27/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Job Summary

Manages and provides leadership for the day-to-day operations of the Records and Election Services Department. Directs and manages the Administrative and Support Services Division and staff. Provides management and technical support to the Elections Division. Assumes administrative responsibility for various employee relations activities.

Representative Duties

Manages, plans, directs, and provides leadership and policy guidance regarding the day-to-day operations of the Records and Election Services Department, including but not limited to the review of services to City departments and employees in the areas of City council support, The Brown Act, Financial Disclosure, Campaign Committee Disclosure, Elections, Public Records Act, the Voting Rights Act, lobbyist registration, records management, and effective customer relations.

Interviews, selects, trains, directs, mentors, and evaluates Administrative & Support Services Division staff, including planning, assigning, and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; addressing complaints; and resolving problems.

Develops, implements, and administers programs and projects in the areas of agenda packet preparation, Brown Act and Political Reform Act disclosure, election law, Public Records Act, printing specifications, printing supplies, required purchases, and mailroom services.

Provides direction and support to City departments and employees regarding agenda posting requirements, parliamentary procedures, boards and commission by-laws, Voting Rights Act, Public Records Act, and the city-wide Records Management Program.

Handles complaints related to violations of the Brown Act, financial disclosure, and campaign committee reporting; confers with the Secretary of State’s Office and the Fair Political Practices commission concerning legal disclosure requirements and enforcement of violations to State law.

Provides administrative oversight and direction of the City’s Records Management Program and related technologies. Ensures maintenance of the City’s legislative records and the ongoing maintenance of policy to facilitate the preservation of public records and scheduled destruction within the parameters set by local state and federal law.

Coordinates the City’s municipal elections and voter registration activities. Provides direction and support to candidates for elected offices, campaign committees, and candidate’s consultants.

Makes presentations to the City Council and/or represents the department at meetings of boards and commissions, management staff meetings, task forces, and community and business groups.

Oversees the preparation and administration of the annual departmental budget.

Oversees the Records and Election Services Information Systems function; ensures the maintenance of the City’s legislative records.

Prepares complex, routine and non-routine reports, including departmental staff reports for the City Council, the City Manager’s Office, and the boards and commissions.

Performs specialized research and statistical work on assigned subjects.

Assumes the duties of the Director or Records and Election Services in his or her absence.

Performs other related duties, as assigned.

Requirements

Knowledge of:

State of California Government and Election Codes

Political Reform Act filing requirements

Principles and practices of records management

Municipal codes, ordinances, and resolutions

Budget development and management

Management and supervisory principles and practices

Principles of budget development and management

Technology and automation related to City Clerk duties

Report writing techniques

Principles and methods of research and statistical analysis

Effective customer service standards and practices

Principles and practices of effective mentoring and coaching

Principles and practices of organizational leadership, planning, communication, employeedevelopment and management

Principles and practices of managing/supervising employees including employee relations, performance management, employee motivation and training, and employee discipline

Ability to:

Plan, manage and lead the day-to-day operations of the department

Analyze operations and services and provide recommendations for improvement in quality, accuracy and efficiency

Analyze complex problems and develop sound recommendations and solutions.

Develop, implement, administer, and maintain administrative policies, procedures, programs, and regulations

Manage multiple projects, plan tasks, and establish priorities to achieve desired goals

Analyze and recommend solutions to complex operational and personnel problems and issues

Interpret and apply policies, laws, and regulations

Serve as a historical and legislative resource for City Council, City Administration, departmental staff, and the public

Select, plan, organize, direct, and evaluate the work of subordinate managerial, professional, technical, and administrative staff

Keep abreast of current developments in Elections Law, the Government Code, Cityregulations, and Fair Political Practices Commission requirements

Prepare and present clear and concise oral and written reports and recommendations

Review and revise reports prepared by others

Provide effective customer service for both internal and external customers

Develop and implement plans and procedures

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Skill in:

Leadership, management, teambuilding and supervisorial techniques

Using tact, discretion, initiative and independent judgment within established guidelines

Dealing tactfully and effectively with others in potentially confrontational situations

Establishing and maintaining effective and cooperative working relationships with

employees, supervisors, administrative staff, the public, City Boards and Commissions,City Council and other public officials

Establishing effective and results-oriented cross departmental communication

Effective written and verbal communication

Using computers, related technology, and applicable software applications

REQUIREMENTS

Minimum Qualifications

Education: Graduation from an accredited college or university with a bachelor's degree.

Experience: Five years of recent, paid experience performing complex administrative duties in a City Clerk’s office, or equivalent experience in a similar government agency. At least three years of experience must have included management/supervisory responsibilities.

Licenses and Certificates:

Certified Municipal Clerk designation (CMC).

Supplemental Information

How to Apply:

Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being evaluated without the education being considered.

Selection Process:

All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of a combination of any of the following and is subject to change as needs dictate:

Training and Experience Evaluation

Writing Project

Oral Interview

If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

Background Investigation:

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

WORKING CONDITIONS:

Work is performed indoors in a home office or work office setting in accordance with the City’s Hybrid Workplace Policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. This position may require occasional travel, visiting of various sites in the community, performing evening work and participating in committees and boards.