City Clerk

The City of San Ramon is looking for a motivated and qualified professional to join our team as a City Clerk. The ideal candidate is highly organized detail-oriented and ethical public servant with a strong background in municipal government operations. They possess extensive knowledge of public records management open meeting laws (e.g. the Brown Act) and election administration. With exceptional interpersonal communication skills the ideal candidate is comfortable working closely with elected officials city staff and the public and can handle sensitive matters with discretion and professionalism. They demonstrate strong leadership in managing agendas minutes and official documents and are adept at using modern records and meeting management software. A Master Municipal Clerk (MMC) designation or the ability to obtain it within a specified timeframe is highly desirable. The ideal candidate is committed to transparency accountability and continuous improvement in city governance.

• Extensive experience in municipal government including knowledge of council procedures records management and public meeting requirements.
• A strong understanding of legal and regulatory frameworks such as the Brown Act Public Records Act and election laws.
• Proven experience administering municipal elections including candidate filings voter outreach and compliance with election codes.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and meet strict deadlines.
• Outstanding written and verbal communication skills with the ability to prepare accurate meeting minutes reports and official records.
• Proficiency with agenda and document management software and the ability to adapt to new technologies quickly.
• A high level of integrity and discretion especially when handling confidential or politically sensitive information.
• Professionalism and diplomacy in working with elected officials city staff the public and external agencies.
• Leadership and supervisory experience including training and overseeing staff or volunteers.
• Commitment to transparency customer service and continuous improvement in municipal processes.
• Master Municipal Clerk (MMC) designation or the ability to obtain certification within a designated timeframe (strongly preferred).

• Prepares City Council agenda packets including coordinating and reviewing agenda material finalizing agendas and overseeing distribution of the packets.
• Performsfollow-up activities resulting from Council meetings including preparing and distributing minutes ensuring that resolutions and ordinances are in proper format and notarized tracking committee and commission actions and preparing related letters of acceptance or rejection.
• Supervises City official records file maintenance ensuring that documents are recorded and filed properly and oversees the monitoring archiving and destruction of documents.
• Oversees the Citys Municipal Code ensuring timely update and proper ordinance codification.
• Monitors contracts and other agreements ensuring they are signed recorded in a timely manner and that City insurance requirements are met.
• Serves as the Citys Election Official coordinates all aspects of the Citys General and Special Elections and interfaces closely with the Contra Costa County Elections Department; educates the public regarding voting regulations and election procedures.
• Administers oath of office for City Council and Commissioners and maintains custody of official City seal.
• Administers City-wide programs including Conflict of Interest Municipal Code Records Retention and Storage Document Imaging and Noticing for Council Commission and Special Meetings.
• Administers State mandated programs such as Ethics Training and Fair Political Practice Commission requirements
• Educates the public on smoking noise and other regulations and ordinances as well as City programs such as Local Government Through School and Citizen Engagement.
• Receives and coordinating responses to all subpoenas for records public records requests lawsuits and depositions served on the City.
• Receives bids officiates at bid openings returns unsuccessful bid bonds and archives bid documents.
• Oversees updates of the City Council/City Clerk web page.
• Oversees the Passport Acceptance Program.
• Performs wedding ceremonies.
• Supervises assigned clerical and technical staff.
• Performs other duties as assigned.

Knowledge of:
Administrative principles and practices including goal setting program development implementation and evaluation and supervision of staff either directly or through subordinate levels of supervision. Public agency budget development contract administration City-wide administrative practices and general principles of risk management related to the functions of the assigned area. Organizational and management practices as applied to the analysis and evaluation of projects programs policies procedures and operational needs; principles and practices of municipal government administration. Principles practices and procedures related to public agency record keeping municipal elections and the City Clerk authority responsibilities and limitations of an elected City Council. Automated and manual records management principles and practices including legal requirements for recording retention and disclosure. Applicable Federal State and local laws rules regulations ordinances and organizational policies and procedures relevant to assigned area of responsibility including Public Records Act the Freedom of Information Act and the Brown ActFPPCprocedures and regulations and election laws and procedures. Record-keeping principles and procedures. Modern office practices methods and computer equipment and applications related to the work. English usage grammar spelling vocabulary and punctuation. Techniques for effectively representing the City in contacts with governmental agencies community groups various business professional educational and regulatory organizations and the public. Techniques for providing a high level of customer service by effectively dealing with the public vendors contractors and City staff.

Ability to:
Develop and implement goals objectives policies procedures work standards and internal controls for the department and assigned program administrative and professional leadership and direction to the department and the City. Prepare and administer budgets; allocate limited resources in a cost effective manner. Interpret apply explain and ensure compliance with Federal State and local laws rules regulations policies and procedures. Plan organize direct and coordinate the work of supervisory technical and administrative personnel; delegate authority and responsibility. Select train motivate and evaluate the work of staff. Research analyze and evaluate new service delivery methods procedures and techniques. Coordinate municipal elections within legal guidelines. Oversee and coordinate maintenance of the official records of the City. Prepare official minutes resolutions ordinances clear and concise reports correspondence policies procedures and other written materials. Conduct complex research projects evaluate alternatives make sound recommendations and prepare effective technical staff reports. Establish and maintain a variety of filing record-keeping and tracking systems. 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 office equipment and computer applications related to the work. Use English effectively to communicate in person over the telephone and in writing. Use tact initiative prudence and independent judgment within general policy procedural and legal guidelines. Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

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:

Education
Equivalent to graduation from a four-year college or university with major coursework in business or public administration or a field related to the work.

AND

Experience
Three (3) years of supervisory office administrative related experience preferably in a public agency.

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Licenses and Certifications

• Certification as a Certified Municipal Clerk (CMC) after three years of employment. Certification as a Master Municipal Clerk (MMC) is highly desirable.
• Possession of and ability to maintain a valid California Drivers License.A valid California Drivers License is not a requirement for this position. However persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Drivers License; alternatively persons hired into this class could use alternative means of transportation as part of their job duties.
  
  

Resumes cannot be substituted for a completed application.

The recruitment process is as follows:
The most qualified candidates as determined by initial screening of applications will be invited to participate in an oral and/or department panel interview.

The first round of interviews is tentatively scheduled for September 2025. The eligibility list will be established from the interview process. Individuals on the eligibility list may be asked to participate in a second round of interviews based on specific individual qualifications and the Citys needs. The eligibility list will remain in effect for one (1) year for potential future vacancies.

The City of San Ramon is an equal opportunity employer and does not discriminate against race color religion national origin age sex origin sexual orientation or accordance with the Americans with Disabilities Act should special accommodations be necessary at any stage of the selection process please contact the Human Resources Division at.

Information contained herein including the recruitment process is subject to change without notice.