Executive Assistant/Deputy City Clerk

POSITION
Under direct supervision from the City Manager, this position provides complex and advanced administrative support to the City Manager, City Clerk, and City Council; performs or assists in a variety of functions associated with City Clerk duties; assists with clerking Council and Planning Commission meetings; assists with municipal elections; performs other duties as required.
DISTINGUISHING CHARACTERISTICS
The Deputy City Clerk / Executive Assistant position is a single incumbent position in the City Manager's Office and is a non-exempt classification. The incumbent reports to the City Manager.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the City Manager and does not supervise other staff.
FIRST REVIEW OF APPLICANTS
January 8, 2024ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential functions and responsibilities may include, but are not limited to, the following:

• Performs complex and specialized administrative support and special project assistance for the City Manager, City Clerk, and Director of Administrative Services.
• Prepares drafts and publishes legal and public notices in coordination with other departments.
• Compiles agenda items for City Council and Planning Commission meetings; prepares and distributes agenda packets; summarizes and publishes agenda information for public meetings.
• Provides administrative support for City Council and Planning Commission meetings; and facilitates meeting audio visual / streaming technology.
• Performs follow-up activities resulting from Council meetings, including preparing drafts and distributing minutes, ensuring that resolutions and ordinances are in proper format and executed, monitoring agenda preparation and publication for various committees and commissions
• Updates the City of Winters' website and assists with social media postings.
• Lead power user for the agenda management platform by creating meetings and agendas, monitoring staff workflow for agenda items, and closing / publishing meeting packets.
• Schedules use of City Hall facilities and Council Chambers; coordinates City Manager's calendar.
• Assists with maintaining the centralized records management system, archives, and records retention program.
• Responds to requests from the City Council, City staff, and the public for research and information regarding City codes, ordinances, and established policies and procedures.
• Indexes and distributes, files, and certifies copies of ordinances, resolutions, official minutes, and other public records.
• Coordinates updates to Winters Municipal Code.
• Provides administrative assistance for the Director of Administrative Services in the areas of human resources and risk management, as directed.
• Assists with coordinating and conducting municipal elections.
• Assists in the budget development and processes invoices and purchase orders for the City Manager's and Admin Services Office.
• Provides Notary Public services for City legal requirements.
• Answers phones, monitors public counters, and provides direct assistance to the public.
• Performs other duties as assigned.

QUALIFICATIONS
Knowledge of:

• Understanding of organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Basic knowledge of laws and regulations related to City Council agenda and public meetings.
• Proper grammar, spelling, vocabulary, and punctuation; business letter writing and the standard format for reports and correspondence.
• Office management procedures, including filing systems, operations of standard office equipment, and intermediate skills in Microsoft Office Suite products, including Outlook, Work, Excel and PowerPoint.

Ability to:

• Establish, maintain, and foster positive and effective working relationships with staff, elected and appointed officials and the public; effectively communicate in person, over the telephone, and in writing.
• Perform a wide variety of administrative duties in an independent fashion; 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.
• Evaluate, recommend and implement goals, objectives, policies, improvements, and practices for providing effective and efficient services.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Locate and assemble data; interpret, organize, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures.
• Learn the operation, policies, and procedures of the City Clerk functions, under the supervision of the City Clerk.
• Compose correspondence and reports independently or from brief instructions; operate office equipment and computer applications related to the work.

EXPERIENCE AND EDUCATION
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying:

• Equivalent to the completion of the twelfth grade.
• College course work in public administration, business administration or a related field preferred.
• Three (3) or more years of increasingly responsible experience in a professional office environment; public sector experience highly desirable.

Licenses and Certifications:

Work Environment

• Employees work in an office environment with quiet to moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
• Attending evening meetings is regularly required and may be required to travel out of the City to attend meetings and/or conferences.

Physical and Sensory Demands

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.
• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.
• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
• Hearing/ Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.
• Environmental: frequent exposure to noise.

Employment Type: Full-time