Town Of Windsor

Windsor , CA
https://www.townofwindsor.com/
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Deputy Town Clerk

Town Of Windsor
Windsor, CA Full-time
Posted on February 6, 2019

Current Openings: Deputy Town Clerk 

Description

The Town:
The award winning Town of Windsor is located in Sonoma County and offers the highly acclaimed wine country experience, along with economic opportunity, temperate weather, safe and well-maintained streets and parks, and a beautiful location.  The Town has a population of 27,000 and is situated 63 miles north of San Francisco, 20 miles east of the Pacific Ocean, and 8 miles northwest of the County Seat in Santa Rosa. Incorporated as a common law city in July 1992, Windsor provides a modern, relaxed  lifestyle with a growing retail and industrial center for the North County.  The Town is currently on a 4/10 work schedule from Monday through Thursday, and is closed on Friday, allowing employees more time to enjoy a work-life balance.
 
The Position:
Under general supervision, provides administrative, program support and conducts official activities as in managing the functions, services, and operations of the Town Clerk's office; maintenance of official documents and records, including administering the policies adopted for the Town-wide records management and retention procedures; handles confidential matters and community relations; assists with various Town election processes; provides varied, technical, complex, and specialized office administrative support to the Town Clerk, and other Town departments as assigned; coordinates assigned activities with those of other Town departments; acts for the Town Clerk on a relief basis; and performs related work as required.
 
Supervision Received And Exercised:
Receives general direction from the Town Clerk. May provide technical and functional direction over and provide training to clerical and/or administrative staff.
 
Class Characteristics:
This classification is responsible for the administration and daily operations of the Town Clerk's office, under the direction of the Town Clerk. This classification performs a variety of administrative duties, including assisting in municipal elections, administration of filings, coordination with other Town departments, publication of legal notices, maintenance of the Town's Municipal Code, and management of various Town contracts. This class is distinguished from administrative classes in that the nature, scope, and diversity of responsibilities of this class require a broader understanding of Town functions and the capability of relieving the Town Clerk of day-to-day office administrative and coordinative duties, as well as fulfilling some of the duties of the Town Clerk on a relief basis.

Examples of Duties

Essential Duties And Responsibilities:

  • Administers the Town's records management program, including providing for the safekeeping of critical records and historic documents of the Town through document imaging, recording with other agencies, and records retention scheduling and disposal.
  • Determines retention and destruction of official records in accordance with laws and regulations.
  • Organize, coordinate, and monitor the Town's off-site records storage program, including file and retrieval, and periodic audits of off-site storage. 
  • Responds to staff and public inquiries received and processes public records requests.
  • Assists with site preparation for Council meetings and agenda packets.
  • Processes agenda follow-up from Town Council meetings, such as ordinances, resolutions, agreements, notices of completion and claim rejection notices.
  • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Assists the Town Clerk in fulfilling the duties of filing official and filing officer under the conflict of interest and campaign provisions of the Political Reform Act.
  • Maintains appointment schedules and calendars, arranges meetings and conferences including travel, and prepares and distributes materials.
  • Develops, verifies, and reviews forms and reports, including budget data, for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Prepares correspondence, reports, forms, and specialized documents related to the Town Clerk's office from drafts, notes, brief instructions, or corrected copy; proofreads materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
  • Gathers, assembles, updates, and distributes a variety of department or Town specific information, forms, records, and data as requested, including updating the website.
  • Operates standard office equipment, including word processing and spreadsheet hardware and software, facsimile equipment, and multi-line telephones.
  • Assists with the conduct of municipal elections; assists the general public in registering to vote and obtaining polling places.
  • Attends meetings and prepares final agendas and transcribes minutes of official meetings, including Town Council and Redevelopment Agency meetings; prepares minute orders, resolutions, and ordinances in draft or final form; coordinates the review and approval of official actions with the Town Council, Town Manager, Town Clerk, Town Attorney, citizens, community groups, and others.
  • May direct the work of other office support staff on a project or day-to-day basis; may train staff in work procedures.
  • Performs other duties as assigned.

Typical Qualifications

Knowledge of:

  •  Basic activities and functions of a Town government and a Town Council.
  • Applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures related to the Town Clerk's office, such as the Brown Act, the Freedom of Information Act, Fair Political Practices Commission rules and regulations, and notary laws.
  • Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Business letter writing and the standard format for reports and correspondence.
  • Business arithmetic and basic statistical techniques.
  • Principles and practices of records management, retention, and proper destruction.
  •  Modern office practices, methods, and computer equipment.
  • Computer applications related to the work.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for dealing effectively with the public, vendors, contractors, and Town staff, in person and over the telephone.
  • Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  • Techniques for providing a high level of customer service to public and Town staff, in person and over the telephone. 

Ability to:

  • Perform responsible technical administrative support work with accuracy, speed, and minimal supervision.
  • Provide varied, confidential, and responsible administrative work requiring the use of independent judgment, tact, and discretion.
  • Understand the organization and operation of the Town and of outside agencies as necessary to assume assigned responsibilities.
  • Interpret, apply, and explain a wide variety of technical policies and procedures, and communicate difficult procedures and regulations to those encountered in the course of work.
  • Take notes at public meetings and accurately transcribe them.
  • Compose correspondence and reports independently or from brief instructions.
  • Organize, maintain, and update Town records database and management systems.
  • Make accurate arithmetic, financial, and statistical computations.
  • Enter and retrieve data from a computer with sufficient speed and accuracy.
  • File materials alphabetically, chronologically, and numerically.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Operate modern office equipment including computer equipment and specialized software applications programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, integrity, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from twelfth (12th) grade and four (4) years of experience in municipal government, preferably with a Town or Town Clerk's Office or related organization that staffs a government body and holds elections.

Licenses and Certifications:

  • Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
  • Certification as a Certified Municipal Clerk is desirable.
  • Ability to obtain Certification as a Notary Public.

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various Town and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.