Job Details

$128,385 - $176,334 Annually, Plus Excellent Benefits
The City of Gilroy is an equal opportunity employer and supports workforce diversity, equity, inclusion and belonging. Join our team!

ABOUT THE POSITION
The Council Services, Records, & Elections Manager (CSREM/City Clerk) is a management-level Officer in the Administration Department, City Clerk's Office. The City Clerk attends and provides support for all meetings of the City Council. The CSREM/City Clerk is responsible for noticing of hearings and meetings, recording and maintaining a record of all proceedings, ordinances and resolutions, including all written contracts and official bonds, indexed and available for public inspection; is custodian of the City Seal; administers oaths or affirmations, takes affidavits and depositions pertaining to the affairs and business of the City and certifies copies of official records; serves as the City's Election Officer; coordinates and/or responds to requests for records; complies with the Open Government Ordinance; and performs other duties consistent with the Charter as may be required by the Council. Consistent with the Charter, the CSREM/City Clerk shall follow the administrative direction of the City Administrator related to the day-to-day work of the office. The CSREM/City Clerk is an at-will, exempt, management level position appointed by, and serving at the pleasure of, the City Council.

THE TEAM
The City Administration team is a small close-knit group with a strong sense of camaraderie. We leverage our individual experience and expertise for collaborative problem solving and we enjoy discussing, learning, and planning new programs and how they can be strategically implemented.

FIRST YEAR PROJECTS

• Develop and provide regular staff training on the agenda process for Council, Board & Commission meetings.
• Coordinate the process to fill vacancies on City Boards, Commissions and Committees.
• Provide staff support to the Open Government Commission and coordinate the quarterly commission meetings.
• Develop Standard Operating Procedures for various processes and use technology to streamline wherever possible.
• Continue with implementation of new CivicPlus agenda management software.

• Be a team player and proactively communicate and support the city organization in a positive, can-do manner.
• Be highly organized with strong attention to detail.
• Have a high-level of emotional intelligence in professional relationships and work team interactions.
• Have a strong understanding of municipal government operations and procedures with knowledge of State and municipal laws regarding maintaining official records, public disclosure, and elections.
• Be an action-oriented person who shows initiative and anticipates the next task to be completed.
• Be a strong project manager who is self-driven to complete projects by established deadlines.
• Be technologically savvy with strong computer skills (Microsoft Office Suite) and experience utilizing a robust record keeping and agenda management systems.
• Be flexible and adaptable to changing priorities and interruptions throughout the workday.
• Excel in a fast-paced, demanding work environment.
• Anticipate the needs of the customer, as well as internal team members, in getting the job done.
• Make a strong commitment to the Gilroy organization and community.

1. Develop and direct the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk's Office.
2. Prepare and complete public noticing of hearings and meetings.
3. Prepare and direct the distribution of Council agenda materials.
4. Follow-up after Council meetings to ensure that appropriate actions are taken, questions answered, and individuals notified.
5. Develop a Citywide, computer-based records management system.
6. Answer questions regarding City activities, policies, and regulations.
7. Distribute and process election documents.
8. Coordinate the formation of assessment districts.
9. Prepare and monitor the budget for the City Clerk's office.
10. Coordinate official filing for Fair Political Practices Commission documents.
11. Evaluate and assign work to assigned clerical and/or support personnel and provide for their training and professional development.
12. Be responsible for the morale and productivity of the City Clerk's office.
13. Interpret City and Department policies and procedures to assigned employees.
14. Provide varied staff assistance to the City Administrator, including providing agenda support for agenda review and other similar meetings, ensuring for agenda production consistent with direction received, attending assigned meetings, proactively communicating matters related to the City Clerk's office, obtaining information from various departments and conducting studies and projects related to any City function as directed.
15. Coordinate City Clerk activities with those of other City departments to ensure completion of the work.
16. Maintain records of Campaign Statements distribute and file same on all elected officials as required by law.
17. Provide staff support directly, or through delegation to City Clerk's Office staff, to the Mayor and City Council as requested. Support work includes items such as opening and evaluating mail, scheduling meetings, organizing files, preparing correspondence, gathering information, ordering supplies, coordinating training and/or conference registration, etc.
18. Ensure that the City Council, City Clerk, and Boards & Commissions aspects of the City website are current.
19. Comply with the Open Government Ordinance.
20. Serve as Staff Liaison to Open Government Commission. Prepare agendas and minutes and attend quarterly meetings.
21. Coordinate and/or respond to Public Records Act requests for records and information.
22. Maintain Public Records Act log and ensure compliance as required by Public Records Act.
23. Administer procedure for recruitment of City Council appointed Boards, Commissions, and Committees and maintain Local Appointments List as required by the Maddy Act.
24. Perform other related work as requested by the City Council or City Administrator.

• Equivalent to graduation from a four-year college with a bachelor's degree in public administration, political science, or other related field of study. Additional responsible administrative experience with a municipal agency may be substituted for the required education on a year-for-year basis to a maximum equivalent of two years of higher education. A Bachelor's degree is preferred.
• Three years of experience as a City Clerk or other similar experience which has included high-level administrative responsibilities, personnel and budgeting experience and significant public contact experience.
• One year of supervisory level experience which has included the supervision, evaluations, and training of assigned support staff.
• Possession of a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks.
• Possession of a Municipal Master Clerk (MMC) designation by the International Institute of Municipal Clerk preferred and may be required as a future professional development goal.
• Strong technology skills related to the work of the City Clerk's office.
• Attention to detail is essential.
• Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
• Pass an employment background check, including a Department of Justice criminal record check.

• To foster teamwork and collaboration in the department, organization-wide, and in the community, this full-time position works on-site/in-person.

APPLICATION PROCESS
If you are interested in pursuing this exciting career opportunity, please attach and submit the following required items with your electronic NEOGOV application:

• City of Gilroy employment application including supplemental question responses
• A cover letter expressing your interest in the Gilroy CSREM/City Clerk position
• A detailed resume that highlights your related skills and experience

• Application Closing Date: Tuesday, May 27, 2025 at 5:00 pm
• First Round Interview Panel: Tentatively scheduled for Thursday, June 12, 2025
• Second Round Interview: TBD
• Target Start Date: July, 2025