Administrative Coordinator-City Clerk's Office

Under general supervision performs coordinates and oversees technical and office administrative support work within the City Clerks Office including the provision of varied and complex support to managerial professional and supervisory staff or the direct coordination of specific administrative support projects and operations; may supervise technical and clerical personnel; develops and implements improved office and departmental procedures; acts independently in completing basic management studies; and performs related work as required.

This position provides complex and specialized support to managerial professional and supervisory staff with a strong emphasis on processing tracking and fulfilling Public Records Act (PRA) requests in compliance with local state and federal laws. The Administrative Coordinator may serve as a working lead guiding and reviewing the work of clerical and technical personnel to ensure accuracy efficiency and adherence to established procedures.

The role involves coordinating daily administrative operations of the City Clerks Office including records management agenda preparation support document retention and customer service to internal departments and the public. Responsibilities include performing detailed administrative tasks implementing improved office procedures and independently completing basic management studies or special projects as assigned. The position requires frequent interaction with city staff elected officials outside agencies and the publicboth in person and over the telephonewhile providing clear professional and timely information.

Successful performance in this role ensures that public records and official city documents are prepared maintained filed and distributed in accordance with legal requirements departmental policies and established records management standards.

THE IDEAL CANDIDATE

• Demonstrates exceptional attention to detail and accuracy when processing public records requests managing sensitive documents and maintaining official records.
• Possesses strong organizational and time-management skills with the ability to prioritize multiple deadlines in a fast-paced administrative environment.
• Communicates clearly and professionally with staff elected officials outside agencies and the public both in writing and verbally.
• Shows proficiency in modern office technology records management systems and the ability to learn new software and procedures quickly.
• Exhibits sound judgment discretion and a commitment to confidentiality when handling sensitive or legally protected information.
• Works independently and use good judgment when applying applicable laws codes and regulations.
• Has knowledge and experience with the California Public Records Act.

• Oversees and ensures that the office administrative functions of the organizational unit to which assigned are effectively carried out.
• Performs difficult complex technical and/or specialized office support work which requires the exercise of independent judgment the application of technical skills and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned.
• Coordinates and maintains the Citys records management program including retention schedules archiving and destruction of records in compliance with legal requirements.
• Oversees the processing of Public Records Act (PRA) requests ensuring timely and accurate responses in accordance with state law.
• Maintains official City documents including ordinances resolutions contracts and meeting records; ensures proper indexing and retrieval systems.
• Assists in preparing agendas minutes and related materials for City Council and other official meetings as needed.
• Provides technical assistance to staff regarding records retention policies public records requests and document imaging systems.
• Evaluates the operations and activities of the office; recommends improvements and modifications; prepares various reports on operations and activities; considers resource availability; negotiates timelines as needed.
• May supervise staff including determining workloads and schedules evaluating staff performance providing training and making hiring promotion and disciplinary recommendations.
• Assists in the preparation of the annual budget for the assigned organizational area including compiling data making revenue projections and recommending service levels and enhancements; monitors and tracks expenditures ensuring the department remains within approved budget allocations.
• Attends to a variety of administrative details such as keeping informed of departmental/division activities transmitting information developing implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned.
• Performs a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment supplies printing services and office equipment maintenance under established guidelines; processesbills and invoices for payment; prepares and transmits a variety of financial documents and maintains records of financial transactions; may oversee the collection and record keeping of and/or collect and account for fees and other monies collected.
• Provides technical assistance to staff on operational issues such as personnel policies purchasing record keeping training risk management and contract administration.
• Performs project research and report preparation related to the activities of the organizational unit to which assigned; may prepare and update a variety of periodic and special narrative accounting database and statistical reports.
• Represents the office at meetings as assigned; acts as liaison between the department director and other staff or the public coordinating resolutions to problems when appropriate.
• Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies rules procedures and ordinances.
• Prepares correspondence reports forms vouchers work orders and specialized documents related to the organizational unit to which assigned from drafts notes brief instructions corrected copy or dictated tapes; proofreads materials for accuracy completeness compliance with departmental policies formatting and correct English usage including grammar punctuation and spelling.
• Performs other duties of a similar nature or level.

Knowledge of:

• Standard office administrative practices and procedures.
• Principles and practices of records management including retention schedules and archiving.
• California Public Records Act and related laws governing public access to records.
• Computer applications related to records management document imaging and office support.
• Codes policies regulations and procedures related to the department to which assigned.
• Principles and practices of employee supervision including work planning assignment review and evaluation and the training of staff in work procedures.
• Basic principles and practices of public agency budget administration.
• Organization and function of public agencies including the role of an elected City Council and appointed committees and task forces and legislative processes.
• Applicable policies technical processes and procedures related to department operations and services.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work including word processing web administration database and spreadsheet applications.
• Business arithmetic financial and statistical techniques.
• Record keeping principles and procedures.
• English usage grammar spelling vocabulary and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public vendors contractors and City staff in person and over the telephone.

• Plan organize administer coordinate review evaluate and personally participate in comprehensive administrative support services.
• Supervise select train motivate and evaluate the work of administrative staff.
• Perform technical specialized complex and difficult office administrative work requiring the use of independent judgment.
• Interpret and implement policies procedures and computer applications related to the department or organizational unit to which assigned.
• Analyze and resolve office administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Oversee projects or programs and/or monitor the work of staff.
• 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 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 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.

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 completion of two years of college-level coursework in business or a field related to the work.

AND

Experience
Three (3) years of office administrative or lead experience in the area of assignment.

Licenses and Certifications

• Specified positions may require possession and maintenance of a valid California drivers license and a satisfactory driving record. 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.

• Minimum of (3) years of public records experience - working in public sector within a Records Division/Unit.

• Public Records Act (PRA) training or equivalent experience.