Administrative Analyst/Deputy City Clerk

RECRUITMENT OVERVIEW

The Heart of Transparency. The Backbone of Local Democracy.

Local government thrives on trust, transparency, and efficiency. As the Administrative Analyst / Deputy City Clerk, you will be the custodian of that trust.

In this essential role, you will be the vital link between elected officials, city departments, and the public. You will ensure the smooth operation of democratic processes—from coordinating City Council agendas and managing board appointments to administering municipal elections and upholding the Public Records Act.

Tulare is a full-service Charter City with approximately 400 full-time employees. The City of Tulare is a supportive organization where people take pride in their work and in the community they serve. Tulare is also a place where people can grow professionally, a place that values innovation and a place where people can make a positive and lasting change in the community.

The Ideal Candidate

We are seeking a meticulous, legally savvy analyst who values discretion, operates with flawless professionalism, and wants to dedicate their talents to ensuring our local government remains open, accessible, and accountable to all.

Key Responsibilities

You will wear many hats, managing a diverse portfolio of critical city functions:

• Executive Strategy & Operations: Manage the City Manager’s priority schedule, coordinate high-level logistics for elected officials, and conduct research studies to back executive decisions.
• Legislative Administration: Lead the quality control and publication of City Council and Board of Public Utilities agendas, attend official meetings, and draft critical legislative documents like resolutions and ordinances.
• Democracy in Action: Coordinate municipal election activities, manage candidate filings, ensure FPPC compliance, and oversee the recruitment and tracking for City boards and commissions.
• Transparency & Records Management: Champion the City’s Records and Information Management Program, navigate Public Records Act compliance, and lead continuous improvement in digitization.
• Contracts & Projects: Route and administer complex contracts, manage citywide procurement activities, and help spearhead special operational initiatives.

Ready to Make an Impact?

If you are an analytical strategist with a passion for public service, transparency, and organizational excellence, this is your opportunity to step into a career-defining role.

APPLICATION PROCESS
To be considered for this position qualified applicants must submit an application with detailed information in each section of the application: Education, Work History, Certificates and Licenses, and Skills.
In addition to submitting a detailed application, applicants are required to respond to the supplemental questions associated with the application and attach the required typing certificate.  Responses to the supplemental questions will be used to evaluate applicants' qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application.
TYPING CERTIFICATE
Applicants are required to attach a typing certificate issued within the past twelve months, demonstrating their ability to type a minimum of 40 WPM. Most adult schools, community colleges, and staffing agencies administer typing tests. We also accept typing certificates obtained online from:  http://www.ratatype.com
INTERVIEW
The most qualified applicants will be invited to take part in the interview phase which will be conducted on FRIDAY, OCTOBER 16th.
POSITION OVERVIEW

Under general supervision, performs advanced professional, confidential, analytical, technical, and administrative work in support of the City Manager Office and City Clerk’s Office; coordinates and administers complex programs and projects requiring substantial independent judgment, discretion, and initiative; serves as a lead coordinator for legislative administration, records and information management, public records administration, board and commission support, contract administration, executive support, and other departmental operations; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the City Clerk & Public Affairs Director with additional direction from the City Manager and Assistant City Manager. May provide lead direction to project teams and cross-departmental workgroups.

CLASS CHARACTERISTS

This is a single incumbent professional-level classification responsible for providing advanced analytical, legislative, and executive administrative support. Exercises considerable independent judgement while coordinating legislative processes, executive support functions, records management, Public Records Act compliance, municipal elections, contracts, and Citywide administrative projects while serving as a key liaison with elected officials, City departments, outside agencies, and the public.

(Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.  The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment of this class.

• Provides advanced analytical, technical, confidential, and administrative support to the City Manager’s Office and City Clerk’s Office; coordinates routine and complex assignments, projects, meetings, schedules, and operational activities involving City departments, elected officials, outside agencies, and the public.
• Manages the City Manager’s calendar and schedule, coordinates meetings, appointments, conferences, events, travel and related logistics for the City Manager, elected officials and other authorized personnel; evaluates scheduling priorities, resolves conflicts, and communicates with elected officials, executive staff, department heads, outside agencies, community organizations, and members of the public.
• Coordinates departmental and Citywide projects, studies, studies, operational initiatives, special assignments, procurement activities, grant applications and administration, and the preparation, routing, execution, tracking and administration of contracts, agreements, and related documents.,.
• Prepares, reviews, edits and distributes administrative reports, agenda reports, resolutions, ordinances, legal notices, questionnaires and other documents requiring a high degree of accuracy and compliance with established procedures.
• Receives and screens visitors, telephone calls; and inquiries; provides information and assistance to City staff, elected and appointed officials, outside agencies, and the public, interprets policies, rules, procedures, ordinances, and regulations and exercises sound independent judgment in responding to requests.
• Coordinates the preparation, review, quality control, publication, and legislative processing of City Council and Board of Public Utilities Commissioners meeting agendas and supporting materials; serves as liaison with City departments regarding agenda deadlines and legislative requirements.
• Coordinates official meetings of the City Council, Board of Public Utilities Commissioners, and other assigned bodies, including meeting logistics, agendas, minutes, legislative actions, official records and follow-up activities to implement official actions.
• Coordinates municipal election activities including candidate filing processes, election resolutions, campaign disclosure administration, coordination with the County Registrar of Voters, Fair Political Practices Commission (FPPC) filing notifications and compliance monitoring, and related statutory requirements.
• Administers the City's boards, commissions, and committees, including recruitment, appointments, meeting coordination, member term tracking, and maintenance of official records.
• Conducts administrative, operational and organizational studies; researches best practices; analyzes data; develops recommendations; prepares statistical analyses, reports, summaries, charts, graphs, presentations and other materials to support executive decision making.
• Coordinates the City's Records and Information Management Program, including records retention, destruction, imaging, digitization, Public Records Act requests, compliance with applicable laws and retention schedules, and continuous improvement of records management practices.
• Assists in developing informational materials, publications, presentations, website content, and community outreach materials in support of departmental initiatives.
• Presents information and recommendations to City Council, boards, commissions, committees, management, staff, and community groups as assigned.
• Provides notary services and certification on City documents.
• Performs other duties as assigned.

Knowledge of: 

• Principles and practices of public administration, municipal government operations, legislative administration, and executive support.
• Applicable federal, state, and local laws, policies, procedures, and regulations governing assigned programs, including the Ralph M. Brown Act, California Public Records Act, Political Reform Act, records retention requirements, and municipal election laws.
• Principles and practices of legislative administration, including agenda preparation, meeting administration, official recordkeeping, and follow-up of legislative actions.
• Principles and practices of records and information management, including legal requirements for retention, storage, imaging, destruction, and disclosure of public records.
• Principles and practices of contract administration and public procurement processes.
• Research methods, analytical techniques, and report preparation.
• Project management principles and methods.
• Budget preparation, monitoring, and basic financial administration.
• Standard office administrative practices and procedures, including records management and confidential executive support.
• Applicable software programs including Microsoft Office Suite, database and records management systems, agenda management software, and presentation software.
• English usage, grammar, spelling, vocabulary, punctuation, and business writing.
• Techniques for interpreting and applying laws, regulations, policies, and administrative procedures.
• Principles of customer service and effective public relations.
• Techniques for establishing and maintaining effective working relationships with elected officials, executive management, department staff, outside agencies, and the public.
•  Principles and practices of organizational effectiveness, process evaluation, and continuous improvement.

Ability to:

• Maintain a flexible work schedule, including evenings and weekends, based on the operational needs of the City Manager’s Office and City Clerk’s Office.
• Coordinate and prepare meeting agendas, minutes, resolutions, ordinances, contracts, and other legislative and administrative documents with a high degree of accuracy and attention to detail.
• Perform complex, confidential, analytical, and administrative work requiring the exercise of independent judgment, tact, discretion, diplomacy, and professionalism.
• Respond to and effectively prioritize multiple phone calls, visitors, electronic communications, and other requests while maintaining a high level of customer service.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Evaluate administrative operations, procedures, and business processes; develop and implement recommendations to improve efficiency, effectiveness, compliance, and customer service.
• Conduct research; analyze information; develop recommendations; and prepare clear, concise and accurate reports, correspondence, policies, procedures, and other written materials.
• Interpret, explain, and ensure compliance with City policies and procedures, complex laws, codes, regulations, and ordinances.
• Independently compose professional correspondence, reports, presentations, and other administrative documents requiring interpretation of policies, procedures, laws, and regulations.
• Type with accuracy and speed sufficient to ensure successful work performance.
• Operate modern office equipment including computer equipment and software programs.
• Communicate effectively and professionally, both orally and in writing, with elected officials, executive management, employees, outside agencies, and members of the public.
• Organize, prioritize, coordinate, and manage multiple projects and assignments independently while meeting critical deadlines and adapting to changing priorities.
• Establish and maintain effective working relationships with elected officials, executive management, employees, outside agencies, and members of the public.
• Manage executive calendars, schedules, meetings, travel arrangements, and confidential administrative activities with a high degree of organization and discretion.
• Assist in developing, implementing, evaluating, and improving administrative policies, procedures, and operational practices.

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be: Graduation from an accredited four-year college or university with a bachelor's degree in Public Administration, Business Administration, Political Science, Organizational Leadership, or a closely related field, and four (4) years of progressively responsible professional administrative, analytical, or legislative support experience involving project coordination, records management, agenda administration, public records administration, policy interpretation, contract administration, or executive support. Municipal experience in highly desirable.
In lieu of the required bachelor’s degree, four (4) years of additional progressively responsible high-level professional, administrative, analytical or legislative support may substitute for the degree (8 years total experience required).
License: 

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
• Possession of, or ability to obtain, within six (6) months of appointment, certification as Notary Public.

PHYSICAL DEMANDS 
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds and heavier weights with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.