The first review of applications will be June 5, 2023. Applicants are encouraged to apply early. Applicants who apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time after June 5, 2023.

Chief City Clerk Flyer

Salary Range Effective July 2023: $102,360 - $137,172 Annually

As a Division Manager, the Chief City Clerk oversees the City Clerk Division. The position reports to the Management Services Director and works closely with members of the Executive Team and City Attorney. The Chief City Clerk is responsible for budgeting, planning, personnel, customer service, records management, and overall operations of the City Clerk’s Office. The ideal candidate is a true professional, both knowledgeable and experienced as a municipal clerk; a leader and communicator, who can train and mentor staff; and an innovator, who can establish processes and best practices for the Office. Responsibilities include timely responses to public records requests, support for City Council agenda preparation and meetings, and elections.
 
 The ability to communicate effectively and foster effective working relationships with City Council, City Departments, other agencies, and the public. Competencies required include strategic thinking, collaboration, effective communication, project management, and knowledge of Public Meeting and Election laws. Work is performed with considerable independent judgment within established policies and procedures.

Examples of Duties
The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below: 

• Oversees the daily operations of the City Clerk's Office, including assuming responsibilities for City Council meetings, official documents, claims, Municipal Code updates, personnel training and supervision, City Council support and electronic communications;
• Performs all of the duties required of the City Clerk's Office as stipulated in California Government Code Sections 40801-40814 (with the exception of City-wide accounting, assessor, and financial duties). Performs duties required of the City Clerk's Office by the South Pasadena Municipal Code Section 2.11 (powers and duties of the office of the City Clerk);
• Prepares annual budgets and monitors expenditures;
• Serves as the manager of employees, interns, and others assigned to the City Clerk's office; 
• Sets short and long-range goals. Proposes programs and technologies to enhance effectiveness and improve efficiencies;
• Serves as the Filing Officer for Fair Political Practices Commission filings;
• Oversees General Municipal Elections in conjunction with the Los Angeles County Registrar-Recorder/County Clerk, and conducts Special Elections as required;
• Oversees records management and coordinates City-wide records-management projects, including records retention and storage, and the development of processes and procedures;
• Oversees codification of the Municipal Code in hardbound and Internet versions;
• Oversees development and/or review of numerous public communications, internal and external directories, and web-related documents;
• Ensures provision of such audiovisual operations as broadcasting/web-streaming, in-house presentations, cable channel transmission and content, and teleconferencing;
• Oversees provision of City Council support, including scheduling, correspondence, special events, ceremonial appearances, filings, certificates, presentations, and travel;
• Ensures that Public Records Act requests are fulfilled in accordance with legal requirements;
• Oversees the conduct of research for City staff, elected officials, and other agencies;
• Oversees the processing of claims against the City and serves as a liaison with claims-related legal representatives;
• Collaborates with the City Attorney on lawsuits and other legal matters;
• Serves as the Recording Secretary for City Council meetings, and ensures that minutes are prepared in a timely manner and timely submitted for City Council approval;
• Oversees the coordination of commissions, committees, and boards.
• Oversees document imaging system and software and other internal resource databases and ensures their integrity;
• Performs record certifications, oaths, and related duties
• Delegates duties, responsibilities and tasks to subordinates, as appropriate.

FLSA Status
Exempt