ADMINISTRATIVE CITY CLERK

                                                                    

About the City of Banning
The City of Banning is located in the San Gorgonio Pass area of Southern California. The community of over 30,000 people is diverse with income levels slightly lower than other areas of Riverside County. However, growth and development is occurring rapidly, which will create new jobs, increase the population and raise income levels. Our employees are the most important asset in preserving our Proud History, Creating a Prosperous Tomorrow, and in responding to the community’s needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.

City Vision
The City of Banning promotes and supports a high quality of life that ensures a safe and friendly environment, fosters new opportunities and provides responsible, fair treatment to all and is the pride of its citizens.

Core Values

• Customer Service Excellence: We excel in what we do by staying responsive, flexible, patient, effective, and professional.
• Integrity: We are ethical, accountable and compliant with our responsibility to the public and community.
• Teamwork: We work together and maintain great communication and respect and foster a fun and enjoyable atmosphere to take pleasure in what we do.
• Yes-Minded: We recognize diversity and maintain a positive attitude to do all we can to serve the community in the safest and most responsible manner.

Job Purpose/Summary
The Deputy City Clerk position is distinguished from other administrative support classes by the higher degree of independent judgment required; a thorough knowledge of divisional, department and City-wide procedures and policies; and the ability to choose among a number of alternatives in performing a variety of complex assignments without instruction and in scheduling and completing work. Incumbents routinely handle highly confidential and sensitive information; may serve as staff support on internal and external committees, may have budget preparation and administration responsibility; and may represent the City and/or City executive/elected officials as required.

Performance expectations

• Leadership: Contributes to a positive work culture consistent with the City of Banning Leadership Philosophy, actively welcomes new approaches to public service and supports change and process improvements at all levels within the organization.
• Management: Able to independently assess and organize personal work performance while contributing to the overall organization.
• Teamwork: Demonstrates ability and willingness to work collaboratively with a team.
• Communication: Communicates effectively with peers, supervisors, subordinates, and individuals to who service is provided.

Essential Functions
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification.  Shown are duties intended to provide a representative summary of   the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
 

• Perform a wide variety of responsible, complex and confidential duties for designated individuals at the department executive level. Work closely with the City Manager, City Attorney, and department executive personnel in coordinating items for City Council consideration. 
• Attend meetings of the City council and take minutes; prepare the permanent record of City Council proceedings requiring the use of judgment and through understanding of Council functions and operating procedures. 
• Prepare agendas, gather information, and contact meeting participants. Research public records, and provide information to the public and staff members concerning City Council actions, laws, ordinances, codes, procedures and projects; independently compose responses to requests for information. 
• Performs follow-up activities resulting from Council meetings, including transcribing and distributing minutes, ensuring that resolutions and ordinances are in proper format. 
• Interpret and apply divisional policies and procedures in response to inquiries and make appropriate referrals. Review, log, prioritize, and route correspondence. Take and transcribe dictation from rough draft, notes, or recordings. Respond independently to letters and general correspondence of a routine nature.  
• Interpret and administer the Fair Political Practices Commission (FPPC) guidelines and the filing of economic interest statements; acts as registrar of voters and conducts municipal elections. 
• Gather, organize and prepare information for routine reports. Manage budgeting of the City Clerk’s office. Recommend organizational or procedural changes affecting administrative support activities. Compile and maintain complex and extensive records for a department. 
• Maintain a variety of files and records of information. Maintain manuals and update resource materials. May serve as secretary and/or administrative staff to a board or commission, preparing the agenda and taking minutes of meetings. Maintain appointment schedules and daily calendars. Assist in the assigning, supervision and participation in the work of the administrative support section of an assigned department or division. Review work upon completion for conformance to divisional requirements.
• Participate in the preparation and administration of Department budget.
• Perform specialized projects, including collecting, compiling and summarizing information obtained.
• Serve on various internal and external committees; represent the City and/or City executive/elected official as required.
• Assist in developing, analyzing and evaluating policy and procedures.
• Coordinate activities, events and correspondence involving all City departments/department heads.
• May select, train, supervise and evaluate subordinates.

 
Knowledge of:

•  Knowledge of English usage, spelling, grammar, and punctuation. 
• Knowledge of modern office methods and standard office equipment usage.
• Knowledge of computer software, including word processing applications, at an advanced level.
• Knowledge of reception and telephone techniques.
• Knowledge of principles and practices of classifying, indexing, processing, retrieving and controlling a large volume of records.
• Knowledge of principles of supervision and training.
• Knowledge of modern office administration practices and procedures.
• Knowledge of principles and practices of effective business communication.
• Knowledge of rules and procedures governing the notice and conduct of public meetings. 
• Knowledge of record keeping, account maintenance and purchasing practices and procedures.
• Knowledge of City boards and committees.
• Knowledge of organization, procedures, ordinances and rules applicable to department to which assigned.
• Knowledge of procedures and operating details of municipal government; City-wide policies and procedures.
• Knowledge of research techniques, sources and availability of information.
• Knowledge of report writing and presentation.
• Knowledge of communications/media services and resources.
• Knowledge of employment selection practices and principles.

 
Ability to:

•  Ability to plan, organize, and carry our secretarial work to meet deadlines. 
• Ability to receive highly sensitive information and maintain confidentiality.
• Ability to understand and carry out oral and written directions.
• Ability to operate office equipment, a personal computer and utilize various software and/or new technology.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to maintain division head’s working calendar and schedule appointments and meetings.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to assist in compiling and maintaining complex records and preparing technical reports for a division.
• Ability to work independently in the absence of a supervisor.
• May exercise the ability to plan, organize and supervise the work of other clerical staff.
• Ability to perform relatively complex arithmetic and statistical calculations and computations rapidly and accurately.
• Ability to interpret and apply administrative and divisional rules, policies and procedures.
• Ability to analyze situations carefully and adopt effective courses of action.
• Ability to assist in developing, analyzing and evaluating policies and procedures.
• Ability to compose correspondence and business letters from brief instructions.
• Ability to interpret and apply administrative and departmental rules, policies an procedures.
• Ability to compose correspondence independently.
• Ability to compile and maintain complex and extensive records and files for a department.
• Ability to represent the department using good judgment, poise, tact and diplomacy.
• May exercise the ability to supervise, train, and evaluate subordinates.
• Ability to establish and maintain professional effective working relationships with diverse groups and individuals.

Minimum Qualifications
A high school diploma or GED supplemented by specialized administrative support/business related courses and five (5) years of experience performing increasingly complex and highly responsible office and administrative support work, of which at least (2) two years involved administrative support work for one or more managers.

Preferred Qualifications

• An associate’s degree is preferred. Municipal/public sector government experience is highly desirable. 
• Demonstrated proficiency at an advanced level in Word and/or Excel.

 
License and Certification Requirements

• Must obtain certification as a Certified Municipal Clerk (CMC) within two years of employment. 
• Valid Class C California Driver License.
• Successful completion of a pre-employment background check is required.

SELECTION PROCESS
Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process, which may include: 

•  Written and/or Skill Exam

Working Conditions
 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
 
Ability to work in a standard office environment. Regularly required to talk or hear.  Required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, crawl, or twist; lift, drag and push files, reports or other materials. The employee must regularly lift and/or move up to ten (10) pounds, frequently lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 
 
Physical Requirements
 The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this classification, an incumbent is regularly required to use hands and fingers to handle and/or feel. The employee is frequently required to talk, hear, and to sit and reach with hands and arms.
 
The employee is occasionally required to walk, climb or balance and stoop, kneel or crouch. The employee must regularly lift and or move up to twenty (20) pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
 
The City of Banning is an equal opportunity employer.  All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, national origin, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law.
 
While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This job description does not constitute an employment agreement between the Employer and Employee and is subject to change as the needs of the Employer and requirements of the job change.

Salary : $97,802 - $132,309