Clerk Operations Manager

THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF  100 APPLICATIONS
OR
AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.
With supervisor approval, incumbents may be eligible for intermittent remote work;  however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.  
THE POSITION
The Council/Clerk Operations Manager is an exempt management position that directs and supervises the centralized administration of the Office of the City Clerk, Mayor and Council (9 offices), and other direct appointments of the City Council. This position directly supervises seven administrative professionals and is part of the Office of the City Clerk leadership team. Candidates should expect occasional weekend and evening work.  
IDEAL CANDIDATE STATEMENT
To be successful in this position, candidates must pay strong attention to detail, have a positive attitude, ability to be flexible and calm under pressure, and be comfortable working with a diverse group of staff members, elected and appointed individuals, and community members. A conscientious attitude towards quality customer service and teamwork is a must. The Office of the City Clerk places a very high value on continuous learning and innovation and seeks candidates who have continually invested in their training and education. This position relies heavily on technology, and candidates should have extensive demonstrated experience using Microsoft Office Suite and Adobe Professional.
The Council/Clerk Operations manager communicates and works daily with Councilmembers and their staff, Charter Officers, and Department Heads. The ideal candidate will communicate with confidence and clarity and will possess the political acumen, judgement, and analytic skills to identify and mitigate potential risks and to integrate best practices.
The ideal candidate should have experience in: Recruitment, management, supervision, and training of employees Workers compensation and general risk management Procurement and contracting Accounting, budgeting, and financial analysis Under limited direction from the City Clerk, the Council/Clerk Operations Manager proactively performs, directs, and supervises centralized administrative services for two departments. The position handles all major portions of centralized administrative services including human resources/personnel functions, fiscal analysis, resource development, and management functions.

 
DISTINGUISHING CHARACTERISTICS

 
This is a single-position management-level classification.

 
SUPERVISION RECEIVED AND EXERCISED

 
Limited direction is provided by the City Clerk. Responsibilities include direct supervision of office and administrative support personnel.
TYPICAL DUTIES
- Plans, coordinates, and supervises the administrative and clerical functions; supervises the work of support staff; reviews work upon completion for quality control and compliance with all regulations and codes; supervises, trains, and evaluates subordinates; supervises the maintenance of a variety of files and records, such as department personnel files, payroll, attendance, budget, production, and cost records; maintains manuals and updates resource materials; recommends organizational, staffing, and procedural changes affecting activities of the office.
- Researches, compiles, and analyzes data for special projects and various reports; compiles, develops, and manages the annual budget.
- Processes requests for Council-issued commendatory resolutions and certificates of appreciation; purchases and maintains a supply of commemorative gifts for foreign dignitaries and others.
- Plans, coordinates, and supervises special events sponsored by the Mayor and City Council.
- Responds to the more difficult citizen inquiries and complaints.
- Determines priority of and routes correspondence to all Council Members; relieves the Mayor and City Council Members of routine personnel duties, such as timecard processing, vacation calendar maintenance, and other administrative bookkeeping and support duties; coordinates and confirms meetings and appointments involving several or all of the Council members.
- Performs other or related duties as assigned.Knowledge of:
- Principles and practices of modern municipal management and administration.
- Modern office methods and procedures.
- Microcomputer and word processing concepts.
- Principles of supervision, training, and performance evaluation.
Skill in:
- Use of computers, computer applications, and software.
Ability to:
- Understand and interpret the City Charter, City Code, and other pertinent laws and regulations.
- Plan, organize, direct, and supervise the work of administrative and clerical staff.
- Establish and maintain cooperative working relationships with elected officials, administration, other employees, and the general public.
- Compile and maintain complex and extensive records and prepare reports.
- Work independently in the absence of supervision.
- Maintain the confidentiality of sensitive materials.
- Communicate effectively, both orally and in writing.
- Select, supervise, train, and evaluate subordinates.
EXPERIENCE AND EDUCATION
Experience:
Five years of increasingly responsible administrative experience including extensive supervisory experience. At least two of the five years experience should be working for local or State government in an administrative capacity.
Education:
A Bachelor's degree from an accredited college or university with a major in public or business administration or closely related field. Additional qualifying experience may substitute for the education requirement on a year-for-year basis. PROOF OF EDUCATION
Proof of education such as, but not limited to, university/college transcripts and degrees  should be  submitted with your application and  will be  required at the time of appointment . Unofficial documents and/or copies are acceptable. 
An applicant with a college degree obtained  outside the United States must have education records evaluated by a  credentials evaluation service.  Evaluation of education records will be due at time of appointment.
SPECIAL QUALIFICATIONS
Driver's License:
Possession of a valid California Class C Driver's License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis. Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox. 1. Application: (Pass/Fail) – All applicants must complete and submit  online a City of Sacramento employment application by the final filing deadline or upon receipt of 100 applications, whichever occurs first;  Employment applications must be submitted online; paper applications will not be accepted.  Employment applications will be considered incomplete and will be disqualified: If applicants do not list current and past job-related experience in the duties area of the 'Work Experience' section.  Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). If 'see resume' is noted in the 'Work Experience' section; a resume will not substitute for the information required in the 'Work Experience' section.  Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment. 2. Supplemental Questionnaire: (Pass/Fail) – In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline or upon receipt of 100 applications, whichever occurs first; 
Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.  Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.  A resume will not substitute for the information required in the supplemental questionnaire.  Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process. 3. Screening Committee: (Pass/Fail) - All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department. 


4. Interview Process:  Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process. 


5. Conditional Hire:  Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment. QUESTIONS:  
For questions concerning this job announcement and the application process: Please visit for a comprehensive, step-by-step guide to the application process.  For technical support between 6 AM - 5 PM PT, contact Live Application Support at .  Visit the City of Sacramento Human Resources Department website at  ;  Send an email to ; or  Call the Human Resources Department at