Assistant City Clerk
: Job Details :

Job Posting: Assistant City Clerk

The City of Beverly Hills has a job opening for an Assistant City Clerk. The initial application review begins on August 8, 2025. Candidates are encouraged to apply early, as the posting may close without notice once a sufficient number of qualified applications have been received. Only the most qualified candidates will be invited to participate in the next phase of the selection process.

The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government provides the highest quality safety services, recreational, municipal services, and physical environment.

The City Clerks Office is responsible for providing support to the Mayor and City Council, and services to the community and City departments. The City Clerks office plans, supervises and conducts all municipal elections, and maintains the official minutes of all proceedings, records, ordinances, resolutions, contracts and other official City documents and public records. This office provides the required public notices for meetings and public hearings, administers the Citys Records Program, codifies and maintains the Beverly Hills Municipal Code, and administers the Citys commission appointment/reappointment process. Additionally, employees in this department act as filing officers for all reports under the States Political Reform Act, accept claims and legal processes against the City, and respond to and process all public records requests under the California Public Records Act (CPRA).

The Assistant City Clerk will be responsible for leading the development and implementation of the citywide records retention program, public records requests, and archival program work plan. As part of this role, the position will work closely with the City Attorneys Office for regulatory compliance and other City departments to provide training on records retention policy. The position will also play a pivotal role in identifying new technologies and building systems for maintaining and preserving the Citys historical archives and developing a Citywide records management program. The Assistant City Clerk may act in place of the City Clerk as needed. The position requires strong attention to detail, discretion to work independently in support of the City Clerks directives, ability to communicate professionally with City officials, community members, and staff, and a collaborative approach in meeting department goals. The ideal candidate will be an experienced professional who is committed to public service and professional development, has prior experience building and managing records systems and has a strong interest in innovation as it relates to process management. This position reports directly to the City Clerk.

All applications will be screened for the training and/or experience requirements as listed under the minimum qualifications section of the job description. In addition to the minimum qualifications, the department seeks candidates with the following desirable qualifications:

• Experience developing, implementing, and overseeing a comprehensive records management program.
• Experience with and knowledge of the California Public Records Act (CPRA).
• Essentials of Records and Information Management (RIM) Certificate by ARMA International.

This position will be assigned a 9/80 work schedule and is required to be fully on-site during normal work hours. This position is a non-telecommuting position.

For major duties and requirements including knowledge, skills, & abilities, please see the link: city clerk&pagetype=classSpecifications.

The selection process may consist of the following components:

• Supplemental Questions
• Interview
• Writing Sample
• Practical/Performance Exam

The first oral exam is tentatively scheduled for the week of September 15th. (Date may be subject to change). Applications will be screened for minimum qualifications. Among those meeting the minimum qualifications, those that appear to have the most relevant and desirable experience will be invited to participate in the oral exam/interview.

As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying ones education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills. Disaster Service Workers: All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

To assist the City Clerk in managing and directing the City Clerks Office; to plan, organize and direct the activities of the Records Management Program; and to provide highly complex staff assistance to the City Clerk. Receives general direction from the City Clerk. Exercises direct supervision over assigned professional, administrative, and support staff. Examples of essential duties include:

Assist the City Clerk in managing and directing the City Clerks Office; assume the duties of the City Clerk in the City Clerks absence.

Assist in developing department goals and objectives; assist in the development and implementation of policies and procedures.

Participate in the recommendation and appointment of personnel; supervise assigned staff; provide or coordinate staff training; conduct performance evaluations; implement disciplinary procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the department.

Oversee the development and implementation of the City Clerks Public Records Request program and work plan. Organize, administer, and participate in the Citys process to fulfil Public Records Act requests; ensure compliance with state guidelines; receive, research, and respond to records requests and inquiries pertaining to City actions, laws, procedures, records, and documents.

Assist in the development and implementation of the Citywide records management and archival program and work plan; coordinative activities with departmental staff; assign work activities, projects, and programs; monitor workflow; review and evaluate work products, methods, and procedures. Participates in and/or conduct records management information and training sessions for City staff.

Plan, organize and direct activities related to the development, maintenance, and disposition of official City records such as legal documents, agendas, minutes, ordinances, resolutions, contracts, agreements, and other City departmental documents.

Assist with the coordination of City Council agenda preparation functions including collation of agenda packets and drafting and preparation of minutes; provide direction and support to City Departments regarding agenda posting requirements parliamentary procedures, boards, and commissions by-laws; respond to inquiries regarding Council actions and items on the agenda.

Assist the City Clerk in the administration of municipal elections according to Federal, State, and local laws; advise on election procedures and prepare election materials.

Assist in the preparation of the City Clerks Office budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies; administer the approved budget.

Make presentations to the City Council and represent the department at meetings of boards and commissions; represent the department to outside groups and organizations; participate in outside community and professional groups and committees.

Stay abreast of legal trends affecting the City Clerks Office and state, federal and local regulations such as the Political Reform Act, the Ralph M. Brown Act, the Maddy Act, Public Records Act and municipal codes, ordinances, and resolutions.

Research and prepare technical and administrative reports using a variety of software; prepare written correspondence, agendas, and special forms.

Assist new or existing staff in learning departmental practices and protocols, methods, and procedures.

Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Foster an environment that embraces diversity, integrity, trust, and respect.

Perform related duties as assigned.

Experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Experience: Six years of increasingly responsible administrative experience involving records management functions or public records requests, preferably in a public agency; including two years of management responsibility. Training: Equivalent to a Bachelors degree from an