City Clerk

With the assistance of Bob Hall & Associates, the City of Livermore invites your interest in the position of City Clerk. Please review the job brochurehere.

To review information about this exciting opportunity and submit your application please visit Bob Hall & Associateswebsite.

To be considered for this position application materials must be submitted no later than May 3, 2026.

DEFINITION

Under general direction, plans, organizes, directs, and manages all activities and operations of the City Clerk Division. Major program responsibilities include the City Council legislative process (including meetings, minutes, and the Municipal Code), citywide records management, oversight of volunteer advisory bodies, filing officer under the Political Reform Act for campaign statements and Conflict of Interest Code filers, and program manager for annual local government academy. As the City's elections official, coordinates all aspects of municipal elections. Performs statutory duties and other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is a division manager classification in the City Manager’s Office reporting to the Deputy City Manager. The City Clerk has statutory and overall responsibility for the planning, administration, and operations of the division. The City Clerk is expected to demonstrate a high degree of thoroughness, accuracy, and attention to detail in performing the required duties; work independently; and perform work according to established laws, regulations, and guidelines. The City Clerk is distinguished from the Assistant City Clerk, which performs day-to-day program administration within policy parameters.

SUPERVISION RECEIVED

General direction is provided by the Deputy City Manager.

SUPERVISION EXERCISED

Exercises direct and indirect supervision of supervisory/management, professional, technical, and support personnel of the Division.Administrative Functions
Plans, supervises, and directs the division's programs, projects, operations, and personnel; establishes the division's goals, objectives, strategies, and priorities; develops, encourages, and manages re-engineering and continuous improvement processes; assists in developing and implementing strategic visions for the division that are in alignment with the City's vision, goals, and objectives; prepares, administers, and directs various ongoing, annual, and project oriented programs; assists in the development of the division's budget; supervises the City's contract routing process; provides administrative direction to activities relating to the effective utilization of programs, projects, personnel, resources, facilities, and equipment; coordinates activities of the division with staff from other City departments; collaborates with others to implement new regulations; prepares and presents oral reports and presentations to various public and private groups.

Management Functions
Supervises, schedules, trains, and monitors staff ensuring work is completed in an accurate and timely manner; participates and selects staff during the hiring process; provides leadership, and uses appropriate coaching, supervisory, and evaluation techniques to facilitate employee development; initiates and maintains direct communication with peers, staff, and the public; regards exceptional public service as a fundamental way of operating; creates effective and service oriented teams; looks for means and methods to innovate and improve programs and services; supports calculated risk taking and professional growth and improvement; focuses on the big picture when making managerial decisions; effectively resolves complaints or concerns which cannot be resolved by staff members; promotes organizational and employee development; and delegates decision making to the most effective staff level in the division.

Statutory Functions
Coordinates, organizes, prepares, and distributes City Council agendas; attends City Council meetings and records all official proceedings including ordinances, agreements, resolutions, recorded documents, and minutes; directs the publication, filing, indexing, and safekeeping of all proceedings of the Council, Commissions, and Committees of the City; coordinates and maintains memberships for all City volunteer advisory bodies; as the Elections Official, plans and directs the conduct of municipal elections; coordinates the filing of campaign statements and Statements of Economic Interest as required of Council Members, designated City employees, and advisory body members to meet legal requirements; monitors filing of financial reporting statements for elected officials, candidates, and committees as required; ensures compliance with the Political Reform Act; coordinates requests for City records covered under the Public Records Act, and other statutory duties; as the Custodian of the City Seal, signs and certifies official City documents.


Records Management Functions
As Custodian of City Records, administers the City's Records Management Program, including document imaging, records retention, records destruction, indexing and preserving all City Council actions; maintains custody of all official records and archives of the City; directs the operation of the City's centralized records system, electronic document management systems and the City's Record Retention Schedule to assure system integrity; recommends system improvements, modifications, and modern practices; initiates and coordinates updates, codification, and supplementation of the Municipal and Development Codes. Demonstrated Knowledge of:
Modern and highly complex principles and practices of a city clerk office related programs and administration; organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs; functional and political sensitivities; pertinent Federal, State, and local laws, regulations, codes, ordinances, and policies applicable to city clerk operations and management including the California Government and Elections Codes, regulations of the California Fair and Political Practices Commission, the California Public Records Act, the Political Reform Act, the Maddy Act, and the Ralph M. Brown Act; budget processes, management and resource allocation; effective techniques and methods of leadership, mentoring, development, and teamwork; supervision and performance evaluation; effective public speaking; personal computer and software applications; and filing, indexing and cross-referencing methods.

Demonstrated Skills to:
Plan, organize, and direct the activities of a diversified city clerk function; identify and respond to issues of concern from management, staff, and the City Council; respond to and resolve difficult and sensitive citizen inquires and complaints; assists in the development of comprehensive strategic plans for present and future divisional services; analyze technical and administrative obstacles, identify solutions, project outcomes, and take or recommend appropriate actions; forecast and plan for future needs; properly interpret and apply pertinent laws, regulations, ordinances, and policies; read and interpret legal documents; direct and coordinate municipal elections; organize and maintain accurate records; foresee trends in records management and retention and implement upgrades to City systems; assists in the preparation and administrations of a budget; make effective oral and written presentations; communicate and interact effectively and positively to those contacted in the course of work; administer a variety of time sensitive projects and programs; exercise sound judgment, tact, creativity, resourcefulness, and leadership in dealing with the public, City officials, commissions and boards, outside agencies, businesses, and other City departments; maintain and exhibit discretion, honesty, and integrity when handling sensitive situations; encourage employees to take initiative and responsibility; ensure exceptional customer service as a standard; select, supervise, train, evaluate, mentor, and coach personnel, as well as take disciplinary action when necessary; communicate clearly and concisely, both orally and in writing; and exemplify an enthusiastic, resourceful, and effective customer service attitude with the public, co-workers, and others who are contacted in the course of work.

Ability to:
Influence and enhance the continuous improvement processes; adapt and contribute to the City's cultural philosophy; and support and promote the department and City's policies, goals, and vision.

Experience, Education, and Training Guidelines
Any combination of experience, education and training that would provide the best-qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: Four years of experience performing duties as a City Clerk, Clerk of the Board, or Assistant/Deputy City Clerk, including two years of supervisory experience.

Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work public administration, business administration, or in a related field.

Training: Any recent training, such as academic courses or certification programs that are relevant to this job classification.

License: May require the possession of a valid California driver's license and a satisfactory driving record as determined by the City.

Certification: Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks is highly desirable.

Other Requirements: Willingness and ability to work the hours necessary to accomplish the assigned duties; attend evening meetings; and travel out of town and attend workshops, conferences, seminars and meetings during work and non-work hours.

Special Requirements: Essential duties require the mental and/or physical ability to work in a standard office environment; read fine print; utilize a computer; bend, stoop, and reach; sit for extended periods of time; document public meetings and transcribe into written record; converse by telephone, in person, and to large groups and be clearly understood; and stamina to work additional hours to meet deadlines.Exempt.