Assistant Director - Records & Election Services (Asst. City Clerk)

Manages and provides leadership for the day-to-day operations of the Records and Election Services Department. Directs and manages the Administrative and Support Services Division and staff. Provides management and technical support to the Elections Division. Assumes administrative responsibility for various employee relations activities.
Manages, plans, directs, and provides leadership and policy guidance regarding the day-to-day operations of the Records and Election Services Department, including but not limited to the review of services to City departments and employees in the areas of City council support, The Brown Act, Financial Disclosure, Campaign Committee Disclosure, Elections, Public Records Act, the Voting Rights Act, lobbyist registration, records management, and effective customer relations.
Interviews, selects, trains, directs, mentors, and evaluates Administrative & Support Services Division staff, including planning, assigning, and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; addressing complaints; and resolving problems.
Develops, implements, and administers programs and projects in the areas of agenda packet preparation, Brown Act and Political Reform Act disclosure, election law, Public Records Act, printing specifications, printing supplies, required purchases, and mailroom services.
Provides direction and support to City departments and employees regarding agenda posting requirements, parliamentary procedures, boards and commission by-laws, Voting Rights Act, Public Records Act, and the city-wide Records Management Program.
Handles complaints related to violations of the Brown Act, financial disclosure, and campaign committee reporting; confers with the Secretary of State's Office and the Fair Political Practices commission concerning legal disclosure requirements and enforcement of violations to State law.
Provides administrative oversight and direction of the City's Records Management Program and related technologies. Ensures maintenance of the City's legislative records and the ongoing maintenance of policy to facilitate the preservation of public records and scheduled destruction within the parameters set by local state and federal law.
Coordinates the City's municipal elections and voter registration activities. Provides direction and support to candidates for elected offices, campaign committees, and candidate's consultants.
Makes presentations to the City Council and/or represents the department at meetings of boards and commissions, management staff meetings, task forces, and community and business groups.
Oversees the preparation and administration of the annual departmental budget.
Oversees the Records and Election Services Information Systems function; ensures the maintenance of the City's legislative records.
Prepares complex, routine and non-routine reports, including departmental staff reports for the City Council, the City Manager's Office, and the boards and commissions.
Performs specialized research and statistical work on assigned subjects.
Assumes the duties of the Director or Records and Election Services in his or her absence.
Performs other related duties, as assigned.
Knowledge of:
State of California Government and Election Codes
Political Reform Act filing requirements
Principles and practices of records management
Municipal codes, ordinances, and resolutions
Budget development and management
Management and supervisory principles and practices
Principles of budget development and management
Technology and automation related to City Clerk duties
Report writing techniques
Principles and methods of research and statistical analysis
Effective customer service standards and practices
Principles and practices of effective mentoring and coaching
Principles and practices of organizational leadership, planning, communication, employee development and management
Principles and practices of managing/supervising employees including employee relations, performance management, employee motivation and training, and employee discipline
Ability to:
Plan, manage and lead the day-to-day operations of the department
Analyze operations and services and provide recommendations for improvement in quality, accuracy and efficiency
Analyze complex problems and develop sound recommendations and solutions.
Develop, implement, administer, and maintain administrative policies, procedures, programs, and regulations
Manage multiple projects, plan tasks, and establish priorities to achieve desired goals
Analyze and recommend solutions to complex operational and personnel problems and issues
Interpret and apply policies, laws, and regulations
Serve as a historical and legislative resource for City Council, City Administration, departmental staff, and the public
Select, plan, organize, direct, and evaluate the work of subordinate managerial, professional, technical, and administrative staff
Keep abreast of current developments in Elections Law, the Government Code, City regulations, and Fair Political Practices Commission requirements
Prepare and present clear and concise oral and written reports and recommendations
Review and revise reports prepared by others
Provide effective customer service for both internal and external customers
Develop and implement plans and procedures
Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches
Skill in:
Leadership, management, teambuilding and supervisorial techniques
Using tact, discretion, initiative and independent judgment within established guidelines
Dealing tactfully and effectively with others in potentially confrontational situations
Establishing and maintaining effective and cooperative working relationships with employees, supervisors, administrative staff, the public, City Boards and Commissions, City Council and other public officials
Establishing effective and results-oriented cross departmental communication
Effective written and verbal communication
Using computers, related technology, and applicable software applications
REQUIREMENTS
Minimum Qualifications
Education: Graduation from an accredited college or university with a bachelor's degree.
Experience: Five years of recent, paid experience performing complex administrative duties in a City Clerk's office, or equivalent experience in a similar government agency. At least three years of experience must have included management/supervisory responsibilities.
Licenses and Certificates:
Certified Municipal Clerk designation (CMC).
How to Apply:
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being evaluated without the education being considered.
Selection Process:
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of a combination of any of the following and is subject to change as needs dictate:
Training and Experience Evaluation
Writing Project
Oral Interview
Background Investigation:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Inclusion & Diversity Statement
The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
WORKING CONDITIONS:
Work is performed indoors in a home office or work office setting in accordance with the City's Hybrid Workplace Policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. This position may require occasional travel, visiting of various sites in the community, performing evening work and participating in committees and boards.

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