• Graduation from high school or possession of a GED;
• Four (4) years of progressively responsible secretarial or office administrative experience; and
• Computer proficiency in Microsoft Word and Excel.

• Business or secretarial training and experience in dealing with governmental, community, and business representatives;
• Basic understanding of federal, state and local laws and regulations related to the functions of the City Clerk’s Office, including the Ralph M. Brown Act, the California Elections Code and Assembly Bill 1234;
• Significant experience with records management and agenda processing (e.g., microfilming and imaging); and
• Computer proficiency in document, content, and/or agenda management software.

• Possession of a valid California Class C driver’s license.
• Certification of the ability to type at a net rate of 50 wpm on a computer.
• Certification of Notary Public is required within twelve (12) months of appointment.

The Office Specialist to the City Clerk position is distinguished from other City office support classes in that incumbents normally report to the City Clerk or Assistant City Clerk with responsibilities involving the frequent use of tact, discretion, initiative, and independent judgment.  Responsibilities include regular contact with government officials, City Council or board or commission members, representatives of business or community organizations, the public, and all levels of City personnel to exchange information and explain administrative policies and procedures.

Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed.

Under general supervision: 

• Performs follow-up activities resulting from Council meetings, including ensuring that resolutions and ordinances are in proper format, agreements are routed and notarized (as needed), and Summary of Actions and Council Pending List are accurate;
• Works with staff, the general public, and elected officials providing complex administrative support exercising independent judgment;
• Answers inquiries by mail, phone and at the public counter;
• Performs agenda preparation activities including proofreading agenda and draft minutes, scanning, copying, exporting to the Internet and compiling agenda packets for delivery to Council Members;
• Prepares, tracks, routes and creates/maintains files for all City agreements and other City documents when fully executed;
• Maintains City’s computerized records management systems involving centralized records, archives, and records retention;
• Assists the Assistant City Clerk with the preparation of the Summary of Actions and Minutes for City Council, Redevelopment Agency and Sports and Open Space Authority meetings;
• Updates Boards and Commission rosters, mails Commission vacancy notices, processes applications and mails letter to applicants;
• Keeps staff liaison and Assistant City Clerk informed on current status of any vacancies and recruitment process;
• Assists with the posting and distribution of agenda materials;
• Provides Notary Public service for City legal requirements;
• Prepares, tracks and coordinates documents for the County Recorder’s Office and ensures that all documents are recorded within the City legal requirements;
• Prepares bid opening forms, stamps-in bids received, assists with the opening of bids and ensures that bid opening notification was published in the newspaper;
• Processes Claims Against the City and Administrative Citations received from the public, keeps an accurate file and monthly claims log and coordinates with the City Attorney’s Office in the preparation of rejection letters and other correspondence, as necessary;
• Sets up Council Chambers and prepares note sheets for the City Clerk to use during Council meeting;
• Reviews finished work for completeness, accuracy and format;
• In the absence of the Assistant City Clerk, performs the Assistant City Clerk duties, such as writing reports, taking and preparing minutes and managing the Council agenda packet preparation and distribution, as well as providing lead direction and review of staff work;
• Conducts routine research, compiles data, and performs routine statistical analysis;
• Sorts and distributes mail received by administrative staff;
• Types drafts and a wide variety of finished documents from longhand notes, brief instructions, or printed materials using a personal computer system and word processing software;
• Initiates specified correspondence independently for signature by appropriate management staff;
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
• Organizes and maintains various administrative, reference, and follow-up files;
• Organizes own work, sets priorities, and meets critical deadlines; ensures that such deadlines are met by other staff;
• May provide relief back-up support for clerical staff as required; and
• Performs other related duties as assigned.

Knowledge of:

• Standard office administrative practices and procedures, including business letter writing;
• The operation of common office equipment including a personal computer, on-line terminal, and facsimile machine;
• Recordkeeping;
• Report preparation;
• Filing methods;
• Correct English usage, including spelling, grammar, punctuation, and vocabulary;
• Standard business arithmetic;
• Basic supervisory principles and practices;
• Office safety practices, procedures and standards; and
• Principles, codes, regulations and laws governing records management

• Federal, state, and local laws and regulations related to the functions of the City Clerk’s Office, including the Ralph M. Brown Act; and
• Techniques, equipment and supplies used in records, document, and content management and agenda processing.

Ability to:

• Understand, implement and recognize the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities;
• Effectively develop and coordinate office systems and work under pressure to meet legal deadlines;
• Independently conduct informational research and assemble relevant information and data for all City departments and public requests;
• Understand basic function and form of documents related to the California Elections Code, the Ralph M. Brown Act and Assembly Bill 1234;
• Provide varied, complex, and often confidential secretarial and office administrative assistance to division head or higher level management staff;
• Use initiative and independent judgment within established guidelines;
• Establish and maintain cooperative working relationships with those contacted in the course of work, including the general public;
• Analyze and resolve administrative situations and problems;
• Research, compile, and summarize a variety of informational materials;
• Use word-processing, spreadsheet, and scheduling software proficiently;
• Compose correspondence independently or from brief instructions;
• Type from clear copy at a net rate of not less than 50 words per minute on a computer keyboard;
• Instruct staff in work procedures;
• Direct and review the work of assigned staff;
• Effectively handle multiple priorities, organize workload, and meet strict deadlines;
• Work in a team-based environment and achieve common goals;
• Communicate clearly and effectively, both orally and in writing;
• Understand and follow oral and written instructions;
• Deal tactfully and courteously with the public; and
• Lift, carry, and relocate a variety of office files or mail weighing up to 25 pounds;
• Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties.