About the Department

The City of Oxnard City Clerk’s Department is seeking an experienced professional Assistant City Clerk who is technology-inclined, organized, detail-oriented, and efficient to act as the Assistant City Clerk. The position will perform complex and confidential administrative, analytical, and office support functions and will report directly to the City Clerk and act on his/her behalf during absences.

WHAT YOU’LL DO:

• Assume management responsibility for all services and activities of the City Clerk's Office including maintaining responsibility for the City Seal, City Council agendas, meetings and minutes, municipal elections and municipal code maintenance.

• Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.

• In the absence of the City Clerk, performs all required duties, including acting as the Clerk to the City Council.

• Provide responsible staff assistance to Assistant City Manager.

• Assists in the preparation of the City Council, Housing Authority, and Successor Agency and other board and commission agendas; attends meetings; records and communicates all the legislative actions and proceedings in meetings, ordinances, resolutions, minutes and indices thereof.

• Assists in the filing of election campaign reports and statements of economic interest for designated employees, certain appointed officials, officeholders, candidates, and committees; coordinates City Council, City Manager, City Attorney and Planning Commissioner filings with the Fair Political Practices Commission.

• Provides a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history and Fair Political Practices Commission filings.

• Assists in the selection, orientation, training, motivation and evaluation of programs for assigned personnel; identifies and resolves staff deficiencies; assists in the execution of discipline and/or termination procedures.

• Develops citywide training materials including those related to City Council agenda processes, formats, and standards as well as committee/commission/board responsibilities.

• Responsible for coordination of the Citizen Advisory Group program, duties include, but are not limited to, record keeping, recruitment and processing appointments.

• Participates in meetings and conferences with other program managers, public officials and agencies, private citizens, and professional groups to discuss issues and resolve problems.

• Assists in the preparation, development, processing, maintenance and retention of official City documents and records; assists in the design and maintenance of the office records management program.

• Certifies the authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public; maintains custody of corporate seal; holds responsibility for the mailing, publication, and positing of legal public notices; records and certifies ordinances, resolutions, agreements, deeds and other official documents.

• Assists in the maintenance of a strong public relations program with emphasis on public services.

• Assists in maintaining in protective custody all documents certifying municipal corporate actions and authority including minutes, ordinances, resolutions, deeds, contracts, agenda-related materials, public notices and historic documents; assures archival preservation of records for public and official use.

• Participates in the development of the City Clerk's Office annual budget; forecasts funds needed for staffing, equipment, materials, and supplies; approves expenditures and implements budgetary adjustments as appropriate and necessary.

• Receive and file claims and lawsuits filed against the City.

• Provides notary services.

• Receives purchase and contract bids and attends bid openings.

• Administers oaths of office to elected, appointed officials and employees.

• Responsible for the printing and distribution of City Code supplements; maintains records and issues supplements to City employees, government agencies and private parties.

• Respond to and resolve difficult and sensitive citizen inquiries and complaints. 

PAYROLL/CLASSIFICATION TITLE:

Assistant City Clerk

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the City Clerk in that it is devoted to providing planning, coordination and administration of information resources, election activities and in support of programs and services provided by the City Clerk’s Office. 

SUPERVISION RECEIVED/EXERCISED:

May serve as a lead worker assigning and monitoring the work of others. Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines.

WORK SCHEDULE:

The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Fridays 8:00am to 5:00pm. This position will be required to be available to work additional hours as needed to respond to workload needs including but not limited to evening City Council/Committee meetings. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

Position Duties

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

• Coordinates, assists in and oversees the preparation and timely completion of City Council agendas, meeting materials, recording actions, proceedings and meeting minutes; attends meetings; provides staff support of City Manager’s Office and elected officials; performs required duties in absence of City Clerk. Assists in the selection, orientation, training and evaluation of staff and may serve as a lead worker by assigning work and monitoring work completion. 

• Assists the City Clerk in administration of elections and election related activities and issues; performs pre-election support functions including development of manuals, assembling information packets, legal requirements and instructions to candidates, and verifying residency and candidate requirements; provides instruction to candidates and the public on election and candidacy requirements and procedures; provides information and assistance related to citizen initiated process such as initiative and recall.

• Administer the City-wide records management program; maintain, dispose, and preserve official city documents and records including resolutions, ordinances, deeds, Council minutes, agreements, and reports in accordance with legal requirements.

• Responds to citizen inquiries and complaints; reviews and resolves issues; assists in maintaining and implementing public relations services and program. 

• Recommends and assists in the development of program goals and objectives; administers policies and procedures; administers oaths of office; participates in budget development, forecasting and assists in administering budget adjustments. 

• Performs other duties of a similar nature and level as assigned. 

Minimum Qualifications

The following are minimum qualifications necessary for entry into the classification:

EDUCATION: 

• Associate’s degree in public administration, business administration or related field.

EXPERIENCE:

• Three (3) years of experience in a city clerk’s office.  

LICENSE/CERTIFICATE: 

• Possession of, or ability to obtain a valid, class C California driver's license. 

OTHER REQUIREMENTS:

• Must be able to effectively communicate in English, both orally and in writing

HIGHLY DESIRABLE:

• Certification as a Certified Municipal Clerk (CMC)

Other Qualifications

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs online application.

• Complete and submit responses to the supplemental questions, if required.

• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

Selected candidate(s) must pass a thorough reference check and background investigation. Some positions that work with or have access to the Police  Department may require a polygraph exam. Select positions may require candidates to undergo a pre-employment medical and/or psychological evaluation. 

UNION MEMBERSHIP:

Positions in this classification are represented by the Oxnard Mid-Managers Association (OMMA). 

NOTE: 

For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools. Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12-month probationary period. Internal applicant probationary periods will be governed by the applicable MOU. 

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

If a candidate accepts a conditional job offer with the City of Oxnard, any and all pending applications for active recruitments with the City of Oxnard will be withdrawn and no longer considered.

This position is not governed by the overtime provisions of the federal Fair Labor Standards Act and is not eligible for overtime pay.  

EQUAL OPPORTUNITY:

The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants.  We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability, or sexual orientation.

REASONABLE ACCOMMODATION: 

The City of Oxnard makes reasonable accommodations for individuals/people with disabilities.  If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing within three business days of your scheduled interview or exam date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT:

On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information confirms that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify

NOTE:

The provisions of this bulletin do not constitute an expressed or implied contract.  Any provision contained in this bulletin may be modified or revoked without notice.

Benefits

Retirement Contributions: 
New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.   

Safety Designated Positions: New members (as defined by PEPRA), 2.7% @ 57; “Classic” members 3% @ 50. The employee will be required to pay a portion of their annual earnings toward their retirement depending on their relevant MOU. The City of Oxnard does not participate in social security.

Vacation/Annual Accrual Rates:
Leave accrual rates vary between 6.24 – 11.78 hours per pay period based on years of service.

Administrative Leave: 
Management employees are not compensated for overtime worked.  However, the department director may authorize up to 40 hours of administrative leave in one year.

Deferred Compensation:
The City contributes 1% of employee salary to a 401(a) plan of its choosing. 

Retirement Health Savings
The City contributes 1% to a retirement health savings account.

Bilingual Pay: A regular full time employee may receive bilingual pay at the rate of $50.00-$100.00 bi-weekly depending on the Level the employee is required to provide bilingual services as determined by the City Manager or designee.

Health and Dental:
Employees can choose from a variety of medical plans provided by the City. The City's contribution to medical coverage is outlined below:

Level One – For employees hired before January 1, 2023, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1,543.00 per month.  Employees who waive medical insurance will receive cash back in the amount $1,243.00  per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.  

Level Two - For employees hired on or after January 1, 2023, the City will contribute $2,054 per month towards medical insurance premiums with no cash back.  Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will provide $66.80 per month towards dental insurance.

Holidays:
The City observes 12 holidays per year

Life Insurance:
City employees receive Basic Life Coverage ($7,500) + 1 times annual salary 100% paid by the City. Employees also have the option to purchase additional insurance.

Tuition Reimbursement:
Full-time employees are eligible for 100% reimbursement for work-related coursework up to a maximum of $5,000 per fiscal year.

Supplemental Questions

01

What is your highest level of education?

• High School or GED
• Associate's Degree (or 60 units)
• Bachelor's Degree or higher
• None of the above

02

Do you have at least three (3) years of increasingly responsible professional administrative and technical experience in a municipal clerk office or comparable public agency?

• Yes
• No

03

Please describe your professional administrative and technical experience in a City Clerk's Office or providing support to a City Council, board, commission or any other legislative body.

In your response, please include:
1. Employer(s)
2. Dates of employment
3. Job title(s)
4. Job duties

04

Please indicate which area(s) you possess experience in.

• Managing and/or supporting a municipality/organization's records management program(s).
• Preparing agendas and minutes for a board, council, and/or commission.
• Providing administrative/technical support to a department head, manager or leader.
• None of the above

05

Do you have the ability to attend evening/night meetings?

• Yes
• No

06

Do you posses a valid Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation?

• Yes
• No

Required Question

Agency Information

Employer

City of Oxnard

Address

300 West Third St








Oxnard, California, 93030

Phone

(805) 385-7590

Website

http://www.oxnard.org