Assistant Clerk of the Council* (MM)

City of Santa Ana; Santa Ana (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

The City of Santa Ana seeks a results-oriented individual to serve as Clerk of the Council. This vital role includes managing office functions, supporting City Council activities, and supervising staff. Applicants should possess a degree in public administration and significant administrative experience, demonstrating a strong commitment to community service.

Qualifications

• 5 years progressive administrative experience with 3 years in a Clerk's office.
• Certification as a Municipal Clerk is desirable.
• Ability to operate personal computers and various software programs.

Responsibilities

• Prepares the budget for the Clerk's office and oversees expenditures.
• Serves as staff support during City Council meetings and takes meeting minutes.
• Coordinates with other departments regarding city records and elections.

Skills

Supervision

Public Administration

Records Management

Budget Management

Communication

Education

Bachelor's degree in Public Administration, Business Administration, Political Science, or a related field

Tools

Microsoft Office Suite

PrimeGov

Netfile

Lawson

Job description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.

Performs highly responsible administrative work in assisting the Clerk of the Council in organizing, directing, and coordinating the activities of the office of the Clerk of the Council.


*Clerk of the Council title change to City Clerk, pending Council approval in June 2023.

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is 8:00 AM on Tuesday, June 20, 2023. Applicants are encouraged to submit applications early. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
Serves as Clerk of the Council and as Secretary to the Industrial Development Authority, Santa Ana Finance Authority, the Housing Authority and the Successor Agency in the absence of the Clerk. Prepares the budget for Clerk of the Council's office and approves expenditures. Oversee all of the Fair Political Practices Commission/Political Reform Act filings including the Conflict of Interest Code and Campaign Contribution reporting. Review codified ordinances in the municipal code. Designs, develops and implements work processes, operating procedures and computer applications to achieve departmental goals and objectives, including the selection, training, and evaluation of subordinates. Directs and supervises the day-to-day operations of the Clerk's office; provides computer technical support to the Clerk and other City staff, provides staff assistance to Councilmembers as requested. Serves as staff support to the Clerk at City Council meetings and takes Minutes of the meetings. Administers the Records Management Program; coordinates with other City departments in the disposition and destruction of City records. Prepares the departmental budget and monitors expenditures. Performs election-related duties delegated by the Clerk. In the absence of the Clerk of the Council, incumbent exercise signatory authority for contractual agreements of the City Council and for other official documents. Assists the public and other departments with department procedures. Performs other related functions as assigned. Graduation from an accredited four year college with a degree in Public Administration, Business Administration, Political Science, or a related field. Five years of progressively responsible administrative experience including three years in the Clerk of the Council or similar office, one of which was in a supervisory capacity and possession of the following knowledge, skills, and abilities.

DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES

Certification as a Municipal Clerk is desirable.

Knowledge of: Election Code, Government Code, and Santa Ana Municipal Code (S.A.M.C.) and other legal requirements of the Office of the Clerk of the Council; principles and practices of public administration relating to: supervisory principles; records management; budget and finance; and computer hardware and software operations.

Ability to: Supervise subordinates, develop operational policies and procedures; operate a personal computer, printer, scanner, and fax; conceptualize, develop, and implement electronic information storage and retrieval systems; train staff in use of a variety of software programs including Microsoft Office Suite, PrimeGov, Netfile, Lawson and other governmental systems; communicate effectively orally and in writing with city officials, employees, and the public.

SPECIAL REQUIREMENT : Must successfully obtain a Notary Public License prior to completion of the probationary work test period. Failure to obtain and retain licensing will result in termination from employment. All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. Stating "See Resume" is not an acceptable substitute for a completed application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide .

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include: Oral Interview Examination (Tentatively scheduled for Thursday, June 29, 2023) : (Weight of 100%) will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score in order to be placed on the eligible list. The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

About the company

PURPOSE Our purpose is to provide quality service to enhance the safety, livability and prosperity of our community. VISION The dynamic urban center of Orange County acclaimed for our: Investment In Children, Neighborhood Pride, Enriching Cul...

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