DEPUTY CITY CLERK

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1 THE INVITES YOUR INTEREST FOR THE POSITION OF DEPUTY CITY CLERK C I T Y O F T H O U S A N D OA K S

2 Thousand Oaks has much to be thankful for an exceptional California community with family-friendly amenities that are the envy of cities across the region. Fifty years of achievement have made Thousand Oaks one of the most sought after places in California to live, work, recreate, and raise a family. The City of Thousand Oaks, incorporated in 1964, is located in beautiful Ventura County, 12 miles inland from the Pacific Ocean, nestled against the Santa Monica Mountains. The City is surrounded by hundreds of square miles of open space. Within the City s 56 square miles, over 15,500 acres are publicly owned open space, containing 120 miles of trails for hiking, biking, or equestrian uses. Another source of pride in the community is the Thousand Oaks Civic Arts Plaza, a beacon in the region featuring world-class entertainment, musicals, concerts, plays, children s shows, ballet, and much more. A balanced family-oriented community of 129,349 with a strong local economy, Thousand Oaks is home to excellent schools, outstanding parks, and numerous retail shopping opportunities. The City has adopted a balanced budget with appropriate reserves throughout its history due to conservative management and adherence to long-term financial strategic plans. City Departments include City Manager s Office, City Attorney s Office, City Clerk, Human Resources, Finance, Community Development, Cultural Affairs, Library and Public Works. Police and Fire services are provided by Ventura County. THE CITY CLERK DEPARTMENT The City Clerk Department, with six employees, is the official custodian of records for the City and is responsible for overall management and support of statutory duties pursuant to California State law, as well as other administrative functions including: City Council meetings, Agendas, Minutes; document management of Ordinances, Resolutions, contracts, insurance, bids, recorded documents and legal publications. The City Clerk Department manages Fair Political Practices Commission filings including Statements of Economic Interests and Campaign Disclosures (State and local requirements). In addition, the City Clerk Department is responsible for administration of the Citywide Records Management Program, legislative history, archives, elections, Municipal Code, Citywide Administrative Policy E-Manual, and Board/Commission/Committee programs. The City Clerk Department acts as Service Agent for the City regarding claims, subpoenas and summons.

3 CITY CLERK DEPARTMENT The Deputy City Clerk is responsible for assisting with: Providing prompt, professional and courteous customer service to the public, elected and appointed officials and City employees. Ensuring the legislative process, including City elections and City Council meetings are open and public pursuant to State law and the Brown Act. Maintaining a complete and accurate record of all City Council meetings and related proceedings to preserve the City s legislative history. Administering regular municipal/special elections for City Council offices, initiatives/ measures, referendums and recalls. Promoting voter registration and participation through non-partisan public outreach. Administering the Citywide Records Management Program, including management of the Citywide Document Imaging System. Coordinating access to complete and accurate public information and official records pursuant to the Public Records Act. It is an exciting time to work in Thousand Oaks. The organization is in the midst of a far-reaching People Strategy that seeks to align our resources for the service delivery needs of the future. We are anticipating significant employee turnover in the next five years due to anticipated retirements and efforts are underway to insure that we are prepared for these significant changes. Across the organization, we are striving to insure that services are delivered in the most effective, collaborative, and efficient manner possible. MAJOR INITIATIVES There are currently two major areas of focus that the new Deputy City Clerk will play a key role in assisting in leading. Foremost among those efforts is: Implementation of City Council technological upgrades for City Council voting, agenda/ meeting management and technological upgrades for committee, commission, and board administration Playing a critical role in conjunction with the Information Technology Division on a recently launched Citywide Electronic Information Governance Project We are looking for a highly skilled, experienced and self-motivated individual to assist the City Clerk in leading, planning, organizing and directing the activities of the City Clerk Department. Some of the key initiatives on the horizon for the Deputy City Clerk include: Assist in planning and executing staffing and operation strategies to provide high-quality, cost-effective services to internal and external customers of the City of Thousand Oaks. Shape and positively influence the City Clerk environment by promoting a culture of ownership where employees choose to take full responsibility. Motivate staff to be innovative, collaborative, excel in community outreach, promote continuous improvement and continue moving forward in an enthusiastic and professional manner. Identify, develop and promote technological solutions to maximize service deliveries. Work across department lines to break down silos and promote collaboration in order to identify efficiencies. Assist with implementation of the organization-wide People Strategy. Assist with developing and implementing key performance indicators and metrics to measure operational effectiveness, identify areas of success and areas for improvement.

4 THE POSITION We are seeking an innovative, technologically savvy and proactive Deputy City Clerk who will assist in leading and managing the operations of the City Clerk Department. The position will assist the City Clerk in: developing, implementing and monitoring long-term plans, goals and objectives focused on achieving the Department s mission and priorities which is to provide exceptional service by maintaining and preserving the City s official records and legislative history, administering fair and impartial municipal election services in accordance with Federal, State, and local laws, performing statutory and administrative duties in support of City Council goals and objectives, and providing open access to information and the legislative process for all stakeholders; developing and utilizing performance metrics, and providing leadership to develop and retain highly competent, customer service-oriented staff. Excellent interpersonal and communication skills are critical for making presentations in the community and to the City Council. Effectively leading staff, and working with department managers to develop and sustain a highly competent, accountable, customer service-oriented team, is also essential. Assignments are broad in scope, complex and highly responsible in nature. The Deputy City Clerk must exercise a high degree of judgment and discretion along with political and business acumen. IDEAL CANDIDATE T he City of Thousand Oaks is preparing the organization for the future and the Deputy City Clerk must have a positive, forward-thinking perspective. The successful candidate must be an enthusiastic professional with excellent management, organizational, interpersonal, communication and leadership skills. IDEAL CANDIDATE (continued) The Deputy City Clerk is expected to be both tactical and strategic, have a big-picture perspective and should possess the following attributes of senior level management: Strategic Thinker Interpersonally Effective Skill and Career Development Coach Planner and Organizer Problem Solver and Decision Maker Effective Communicator Technically Knowledgeable The successful candidate will: Provide leadership and direction to ensure a high performance and customer serviceoriented environment. Provide leadership to manage and assist in directing comprehensive City Clerk functions and projects. Assist in providing strategic and tactical planning by gaining and leveraging knowledge of City Clerk responsibilities while keeping in mind the City s overall goals. Drive continuous improvement through innovation and optimization of processes and procedures. Have extensive team building skills, be results oriented, and possess strong management skills. Work cooperatively with all City departments and the City Council. Have superior interpersonal and communication skills that thrive in a fast paced work environment. Enjoy the daily challenges of assisting in priority setting and driving initiatives. Understand the importance of effective civic engagement. The position typically requires a Bachelor s degree from an accredited college or university with major course work in public or business administration or a closely related field. Seven years of increasingly responsible administrative support experience including five years in a City Clerk s Office, County Clerk s Office or special district and two years of management and administrative responsibility. Designation as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is highly desirable as well as possession of a California Notary Commission.

5 COMPENSATION & BENEFITS The City of Thousand Oaks offers a competitive total compensation package. The annual salary range for this position is $81,788 to $122,683. Compensation level is determined by qualifications and experience with the anticipation of appointment at or below the range mid-point. The City provides an excellent benefit package that includes: Cafeteria Plan The City provides $620 a month to use toward medical premiums and/or optional programs Flexible Spending Accounts, life insurance, etc. Medical Insurance The City provides $435 a month to use towards medical premiums for employee and/or dependents. Dental Insurance The City provides dental insurance for employee and dependents. Life Insurance City-paid policy of $100,000 for employee and $5,000 for dependent. Deferred Compensation Plan City contributes 3% of annual salary. Retirement CalPERS 55 Plan for Classic members and 62 Plan for New members. Annual Leave Accrual begins at 190 hours annually and increases based upon years of service. Long-term Disability Insurance City-paid policy for 66.67% of monthly salary Administrative Leave 40 hours annually. Holidays 10.5 holidays annually. The City is very supportive of employee growth and succession planning. The successful candidate will be expected to take an active role in his/her personal professional development, including training and active participation in professional associations. HOW TO APPLY Electronic applications may be submitted by visiting and clicking on City Employment. Completion of both the employment application and supplemental questions is required. FINAL FILING DATE MONDAY JULY 11, 2016 BY 5:00 pm Additional information about the City is available at our website: For additional information or questions, please contact Sandra Bill in the Human Resources Department at (805) The City of Thousand Oaks is proud to be an Equal Opportunity Employer.