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Coordinates citywide records management, handles California Public Record Requests, prepares City Council agendas, reports, and minutes, maintains files, supports HR basics, and provides backup to office administrative staff. 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Job duties will be related to: customer service, front counter (interaction with the public, cashiering, and clerical duties), preparing City Council agendas, agenda reports , minutes and associated documents as needed, maintaining files, coordinating with community groups and businesses, assisting with human resources. Implements the City’s records management program; performs related duties as assigned. Provides backup support to the City Manager, City Council and other office administrative staff. The ability to work independently, with fellow employees, contractors and the public is essential.  \nESSENTIAL DUTIES AND RESPONSIBILITIES  \n• Works at the front counter independently as needed.  \n• Handle customer inquiries and comments as needed.  \n• Process utility and other payments as necessary.  \n• Assists in preparing City Council agendas, agenda reports , minutes and associated documents  \n• Coordinates all records management functions for the City, including the receipt, storage, retrieval and disposition of official City records in accordance with legal requirements and records management policies and procedures  \n• Responds to public inquiries verbally and in writing and responds to California Public Record Requests via the City online system  \n• Maintains the City website and posts to Social Media under direction of the City Manager  \n• Presents projects/reports at City Council meetings as directed by the City Manager  \n• Compose professional correspondence  \n• Interpret the Municipal Code  \n• Administer grants  \n• Perform human resources basic duties  \n• Assist in disaster preparedness and reporting  \n• Assist in the development and implementation of policies and procedures  \n• Administer municipal elections  \n• Administer risk management services through the City JPA.  \n• Is required to attend City Council evening meetings  \n• May be required to occasionally attend additional evening and/or weekend meetings  \n• May be required to attend training  \n• Perform other duties as assigned  \n• Cross train in licensing, payroll, accounts payable and utility billing and perform as needed  \nMINIMUM QUALIFICATIONS  \nKnowledge, Skills and Abilities  \n• Must have excellent verbal and written communication skills  \n• Must have the ability to set priorities and meet critical deadlines  \n• Computer proficiency is required including experience with Microsoft Word, Excel, PowerPoint, data bases, etc  \n• Preparing and maintaining accurate reports and records  \n• Reconciling differences within the record keeping system  \n• Knowledge of or the ability to learn pertinent local, State and Federal laws and regulations relating to City Administration  \n• Establishing and maintaining effective working relationships with City staff, elected officials and the public  \n• Assist the public in person, over the phone and via email  \n• Communicate effectively both verbally and in writing  \n• Problem solving  \n• Customer Service  \nEducation and Experience:  \nA combination of experience and education that provides the skills, knowledge and abilities shown above is qualifying  \n• A minimum of two years of related experience is required; government experience is preferred.  \n• Successful completion of two years of college-level course work in Business or Public Administration, Office management is desirable  \nLicenses and Certifications:  \n• Possession of a valid California Class C driver’s license  \n• Interest in and ability to successfully complete training to become a Certified Municipal Clerk.  \nMaterial and Equipment Used  \n• Desktop computer/Laptop  \n• Calculator  \n• Copier  \n• Fax  \n• Postage machine  \nMental and Physical Abilities:  \nMental and visual effort required constantly on the job  \nWorking Conditions:  \nVery","cbCain7Cr320iZ57","https://ap.wps.com/l/cbCain7Cr320iZ57","pdf",135543,"English","# Job Summary\n# Essential Duties and Responsibilities\n## Records Management and Public Requests\n## City Council and Documentation\n## Communications, Website, and Social Media\n## Grants, HR, Elections, and Risk Management\n# Minimum Qualifications\n## Knowledge, Skills and Abilities\n## Education and Experience\n# Licenses and Certifications\n# Material and Equipment Used\n# Working Conditions\n## Very Frequent Duties\n## Occasional Duties","[{\"question\":\"What are the core responsibilities of the Administrative Clerk?\",\"answer\":\"The role covers customer service and front counter duties, processing payments, supporting City Council agendas and minutes, managing city records, and handling public inquiries and California Public Record Requests.\"},{\"question\":\"How does the job handle public records requests?\",\"answer\":\"The Administrative Clerk responds to public inquiries verbally and in writing and processes California Public Record Requests through the City’s online system.\"},{\"question\":\"What minimum qualifications are required for the position?\",\"answer\":\"The position requires excellent verbal and written communication skills, the ability to prioritize and meet deadlines, computer proficiency with Microsoft tools, and at least two years of related experience (government experience preferred).\"}]","Administrative Clerk Job Specification - City of Portola | PDF",1789336257]