City Clerk

*This is an Open (External), Continuous Recruitment: External recruitments are open to both outside and internal applicants and will be opened until filled.  Applications will be reviewed on weekly basis; first review 11/9/2023.

Under administrative direction, plans, organizes, and directs the Office of the City Clerk which is a division of the City Manager’s office. Plans, organizes, and coordinates municipal elections; maintains official City records; serves as a member of the City’s Management Team; supervises the City’s records management program; serves as Filing Officer/Official for the Fair Political Practices Commission; supervises administrative and clerical staff; and, performs other related duties as required.

CLASS CHARACTERISTICS:

This is a management position responsible for administration of the City Clerk Division’s operations. This single position class requires a thorough knowledge of municipal organization and operations, and the exercise of mature judgment. This class performs functions required of a City Clerk by State law. The incumbent works under the direction of the City Manager and/or Deputy City Manager.

EXAMPLES OF DUTIES (illustrative only):

• Plans, directs, and coordinates all activities of the City Clerk’s Office.
• Develops and implements the goals, objectives, policies, procedures, and priorities relative to the City Clerk’s Office.
• Supervises and prepares City Council agendas and packets under the administrative direction of the City Manager; attends Council meetings and records the actions of the City Council; prepares minutes of meetings and ensures the accurate and up-to-date filing of City ordinances, agreements, resolutions and minutes.
• Maintains the Union City Municipal Code, initiating and coordinating updates, codification, and supplementation of the Code.
• Plans, organizes and coordinates with Alameda County the conduct of municipal elections; ensures the legality of the proceedings in accordance with state and local election and campaign financing laws; serves as the City’s Election Officer; receives and processes initiative and referendum petitions; develops and manages the process for the filing of arguments and rebuttals associated with ballot initiatives.
• Administers the requirements of the Political Reform Act and regulations of the Fair Political Practices Commission.
• Administers the City’s Conflict of Interest Code.
• Administers oaths of office and certifies copies of official City records.
• Receives and opens bids for City projects and purchases.
• Receives and processes liability claims filed against the City.
• Serves as custodian of the City Seal and official City Records and documents, keeping all records properly indexed for ready reference.
• Receives and coordinates all public records requests for City records covered under the Public Records Act; and, provides information to the public and staff concerning City Council actions, laws, ordinances, codes, and procedures.
• Ensures City agreements, contracts and other legal documents are signed and recorded/archived, and public notices and ordinances are published.
• Monitors the workflow, plans, organizes, directs, supervises, and evaluates City
• Clerk’s Office staff and service levels.
• Develops and prepares the City Clerk’s Office annual budget and monitors expenditures throughout the year.
• Coordinates City Clerk’s Office activities with other City departments, outside agencies, and the general public.
• Conducts the recruitment and appointment process for membership on boards and commissions.
• Performs required duties under the City’s disaster response plan.
• Supervises citywide Records and Information Management (RIM) Program and systems for retrieval and the systematic retention, transfer, archival or destruction of records in City departments; establishes and maintains records management procedural manuals; and provides for ongoing training of City personnel in records management.
• Completes special projects as assigned.