Communications Director/City Clerk
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Communications Director/City Clerk
Job Classifications
City of Foster City
Estero Municipal Improvement District
Job Specification
DEFINITION:
Under administrative direction of the City Manager, plans, organizes, and provides administrative direction and oversight of the Communications/City Clerk Department.

Directs public information, media communications, issues management, crisis communications, and civic engagement activities of the City; conducts elections; maintains public records; coordinates all regular, special, and adjourned meetings, agendas, and minutes; oversees legal notifications of various Council meetings; oversees the preparation of the agenda materials and minutes for City Council meetings; and reviews the work of staff related to programs and activities of the City’s public information, community relations, government television station, records management, and elections.

Provides expert professional assistance to City management staff in all aspects of communication, community relations, records management, and technology management; fosters cooperative working relationships with regulatory agencies; and performs related work, as required.
DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS:
Oversees, directs, and participates in all activities of the Communications/City Clerk Department. Through subordinate management and professional staff, this position is responsible for the City’s public information, communications, and city clerk functions. Exercises independent judgment and discretion in the coordination of communications and advocacy activities with other departments and outside agencies to engage stakeholders and provides highly complex administrative support to the City Manager. In addition, the City Clerk position is an appointed management position mandated by California Law that serves the Council/Board in conducting routine and special municipal business.

Works closely with the City Manager on a daily basis and as a member of the management team. Responsible for coordinating the activities of the department with those of elected and appointed officials and managing and accomplishing the complex and varied functions of the department.

This is a full-time, exempt management position requiring significant technical ability and excellent communication skills.
SUPERVISION EXERCISED AND RECEIVED:
Receives general administrative direction from the City Manager. Exercises direct supervision over management, professional, technical, and clerical staff.
IMPORTANT AND ESSENTIAL DUTIES:
COMMUNICATIONS FUNCTIONS

• Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the department; prepares and administers the department’s budget.
• Coordinates Communications/City Clerk Department activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Manager and City Council; prepares and presents staff reports and other necessary correspondence.
• Directs, oversees, and participates in the Communications/City Clerk Department work plan; assigns work activities, projects, and programs; monitors work flow; reviews and evaluates work products, methods, and procedures.
• Directs the design and implementation of marketing and advertising campaigns to promote City services, activities, programs, and special events.
• Collaboratively develops, maintains, and promotes the City’s brand.
• Identifies challenges and emerging issues facing the City; works collaboratively with leadership team to recognize internal and external communications opportunities and solutions, and defines and executes appropriate strategies in response.
• Establishes short- and long-range goals and implementation plans for department services.
• Supervises and participates in the development and administration of the department budget; directs the forecast of additional funds needed for staffing, equipment, materials and supplies; monitors and approves expenditures; implements mid-year adjustments.
• Selects, trains, motivates, and evaluates personnel; provides or coordinates staff training; conducts performance evaluations; implements discipline procedures; maintains discipline and high standards necessary for the efficient and professional operation of the department.
• Plans, organizes, directs, and participates in the City’s public information, civic engagement, and media relations activities including developing and implementing internal and external communications strategic plans.
• Coordinates with the City’s Public Information Officer; directs the communications content of press releases, City website information, electronic communication and newsletters; prepares speeches, responses, and related materials for public information purposes.
• Oversees the administration of the City’s Government Access Cable Channel (FCTV).
• Serves as main contact for the City in the event of an emergency; provides professional and technical support to emergency services departments.
• Serves as media advisor to the City Council, City Manager, and City staff; provides communications training and marketing and outreach support.
• Represents the department to outside agencies and organizations; participates in outside community and professional groups and committees; provides technical assistance as necessary.
• Builds and maintains positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Performs other related duties and responsibilities as assigned.

CITY CLERK FUNCTIONS

• Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the department; prepares and administers the department budget.
• Plans, organizes, administers, reviews and evaluates the work of professional and office support staff.
• Provides for the selection, training, professional development and work evaluation of department staff; recommends discipline as required; provides policy guidance and interpretation to staff.
• Contributes to the overall quality of the department’s service by developing, reviewing and implementing policies and procedures to meet legal requirements and City needs; monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
• Represents the Communications/City Clerk Department to other City departments, elected officials and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
• Serves as the official record keeper of the City, providing for the preparation, indexing and retention of meeting notifications, agendas, minutes, ordinances, resolutions, contracts, codes, deeds, easements, bonds, and related documents.
• Responds to inquiries regarding public records, the California Public Records Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the City is upheld; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act; provides assistance to the public by helping to identify records and information relevant to the request and suggesting ways to overcome any practical basis for denying access; ensures timely response to all requests and communicates in writing with any requester in cases of unusual requests that may cause delays in obtaining all requested information.
• Attends Council and related meetings; provides for and/or records and transcribes minutes of the proceedings.
• Follows-up on City Council actions, as required; attests, publishes, and posts ordinances and resolutions, executes legal contracts; oversees the recording of documents, and prepares follow-up correspondence.
• Administers City elections for candidates and City ballot measures, including preparing candidate guidelines, administering the candidacy and nomination process, providing information to candidates regarding procedural and disclosure requirements, and publishing election notices and results within legal guidelines.
• Maintains the City’s Municipal Code by tracking ordinances and providing for their publication and distribution; administers in-house updates of the Municipal Code.
• Administers the City’s records management program, including preparation of such records to comply with the City’s Trustworthy Electronic Records/ECMS/Document Imaging Policy, and City’s Records Retention Schedule.
• Oversees and maintains the City website’s City Clerk’s page, including posting of agendas, minutes, various reports, and general informational materials.
• Administers the oath of office.
• Mails, receives, and opens all public bids for City projects.
• Oversees, coordinates, and implements the City’s conflict of interest code; ensures that all notifications and conflict of interest forms are maintained and kept up-to-date.
• Oversees, reviews, and updates City’s administrative/universal services programs which include the citywide mail service, multifunction copiers/printers, and central inventory.
• Prioritizes and allocates available resources; reviews and evaluates program and service delivery, makes recommendations for improvement, and ensures maximum effective service provision.
• Prepares and directs the preparation of a variety of correspondence, agendas, reports, procedures, ordinances, and other written materials.
• Monitors changes in laws, regulations, and technology that may affect office operations; implements policy and procedural changes as required.
• Coordinates bi-annual Ethics training in compliance with AB 1234, and ensures compliance.
• Performs other duties and responsibilities as assigned.
JOB-RELATED QUALIFICATIONS:
Knowledge, Skills and Abilities:
Knowledge of:  • Advanced principles, techniques and practices of public information, media, marketing and public relations.
• Modern administrative and management principles, procedures and techniques, particularly as applied to the overall management of a comprehensive communications/community relations program.
• Principles, practices and concepts of open government, citizen participation and operational characteristics, services and activities of municipal government.
• Effective outreach strategies and techniques for engaging community, neighborhood organizations, and other such organizations.
• Effective public presentation methods to attract and inform a variety of audiences.
• Political issues, community development issues, and legislative developments of importance to the community and City.
• Administrative principles and practices, including goal setting, program development, implementation and evaluation and supervision of staff, either directly or through subordinate levels of supervision.
• Applicable laws, codes, and regulations.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups and various business, professional, regulatory, and legislative organizations.
• Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person, and over the telephone.
Ability to:  • Demonstrate experience and leadership in managing a comprehensive strategic communications, media relations and marketing program to advance an organization’s mission and goals.
• Organize, supervise, and coordinate the work of subordinate employees.
• Analyze difficult problems, develop a positive course of action, and follow through on its implementation.
• Demonstrate sound professional judgment, reason logically, and think imaginatively and creatively.
• Prepare a wide variety of effective, professional, attractive and economical communication tools, using both traditional and social media, for a variety of audiences.
• Prepare and present clear, effective, and accurate staff reports, correspondence, policies, procedures, and other oral and written materials.
• Make effective public presentations in routine and emergency situations.
• Establish and maintain effective relationships with those contacted in the course of the work.
• Develop and maintain good public relationships with City Council, commissions, and boards.
• Use initiative and independent judgment within established policy and procedural guidelines.
• Take a proactive approach to customer service issues.
• Actively manage the department’s staff so that a strong orientation toward public service, teamwork, the development of high quality products, and the achievement of desired results is maintained.
• Organize own work as well as the work of others, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.
• Plan, distribute, direct, coordinate, review, and evaluate the work assigned staff and train staff in work procedures.
• Administer programs and the work of professional, technical, and office support staff
• Select, train, motivate, and evaluate the work of staff.
• Interpret, apply, and explain complex laws, codes, regulations, and ordinances.
• Effectively represent each department and the City in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be:
Education:  Education: Equivalent to graduation from a four year college or university with major course work in communications, journalism, marketing, or a related field. A master’s degree is preferred, preferably in business, communications, or public administration.

Experience: A combination of six years of responsible governmental management or more responsible professional communications or public relations experience, including at least three years in a supervisory capacity.
SPECIAL REQUIREMENTS:
Ability to attend evening meetings; ability to communicate effectively verbally and in writing; ability to manage multiple priorities and projects; ability to apply technical knowledge and explain information to a variety of audiences.

Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone.
LICENSES, CERTIFICATES, REGISTRATION:
Licenses:  Possession of a valid California Class C Driver’s License and maintain a good driving record.
Certificates:  Possession of, or ability to obtain a Certified Municipal Clerk (CMC) certificate is desirable. Possession of, or ability to obtain a Notary Public Commission from the California Secretary of State is desirable.
SALARY:  $10,661 - $12,958 per month

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