Program Specialist (City Clerk)

This position calls for a candidate who is committed to public service, continual learning, and excellence in civic administration. The ideal professional will be curious, resourceful, and comfortable conducting research to inform sound recommendations and apply best practices to evolving municipal operations. They will communicate with confidence, clarity, and professionalism, exercising political acumen and strong analytical skills to navigate sensitive issues and provide balanced, well-reasoned advice. 

The successful candidate will demonstrate exceptional attention to detail, the ability to remain calm, flexible, and composed under pressure, and a deep understanding of good governance, open meeting requirements, and public transparency. They will be thoroughly familiar with the Ralph M. Brown Act and adept in all aspects of governmental meeting management, including agenda coordination, legislative process oversight, and public record integrity.

This individual will thrive in a highly collaborative environment, working effectively with elected officials, executive leadership, staff, and community members to build trust and ensure the highest standards of legislative and administrative support. Experience as a supervisor who leads with integrity, mentorship, and accountability is essential.

A Certified Municipal Clerk (CMC) designation is highly desirable, and experience with Granicus/Legistar is a valued asset. The ideal candidate will be an expert user of Microsoft Word and Adobe Acrobat, producing polished, accurate, and professional materials that reflect the City’s commitment to excellence. This role requires frequent evening and after-hours work in support of City Council, committee, and community meetings.

Under general direction the Program Specialist plans, directs, and supervises all of the activities of a major department or Citywide program or project with moderate visibility and impact; conducts studies and makes recommendations; monitors program compliance; represents the department in contacts with media, internal and external agencies, and organizations.

DISTINGUISHING CHARACTERISTICS

This advanced journey level class in the professional series is populated with multiple incumbents. The Program Specialist is distinguished from the next lower class of Program Analyst in that the Program Specialist manages multiple programs or moderately visible programs with greater department or Citywide impact. This class is distinguished from the next higher classification of Program Manager in that the Manager is responsible for administration and management of programs and projects with high visibility and substantial Citywide impact.

This class is distinguished from the class of Administrative Officer in that the latter is responsible for all internal administrative functions for a department.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by a department or division head. Some assignments require responsibility for direct or indirect supervision of lower level professional, technical, and clerical personnel. Some positions function as internal consultants and require coordination among multiple divisions in a department.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

• Plans, coordinates, and administers, a project or program with department or Citywide impact; supervises, trains and evaluates the work of professional, technical and clerical staff.
   
• Confers with department heads, division managers, members of professional staff, and other officials concerning the administrative needs and requirements related to the program or project; represents the program in contacts with news media, business and civic organizations, other City departments, and various outside public and private agencies.
   
• Interprets new policies, procedures, and regulations, and develops new or amended programs or projects as need dictates, monitors program objectives to assure compliance with State and administrative regulations and program guidelines.
   
• Conducts studies and surveys, performs research and analysis and prepares recommendations for department management; monitors and evaluates program effectiveness and outcomes; creates and implements program policies and procedures; develops guidelines, forms and related documents.
   
• Reviews grant opportunities; compiles and analyzes information for preparation of grants, contracts and agreements; negotiates terms; implements, monitors and prepares reports on conduct and performance of grants.
   
• Identifies program, project or system enhancements; selects and coordinates installation of new and revised programs and systems.
   
• Provides exceptional customer service to those contacted in the course of work.
   
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

 

QUALIFICATIONS

Knowledge of:

• Principles and practices of public administration and governmental finance, budgeting, and accounting.
   
• Procurement methods.
   
• Research techniques, methods and procedures.
   
• Methods and practices of modern office management.
   
• Principles and practices of program management and administration.
   
• Technical report writing.
   
• Methods of analysis.
   
• Principles and practices of supervision.

Skill in:

• Managing multiple tasks and deadlines.
   
• Customer service, including dealing with people under stress, and problem solving.
   
• Use of computers, computer applications, and software.

Ability to:

• Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.
   
• Supervise and direct professional, technical, and clerical staff.
   
• Analyze fiscal problems and make sound policy and procedural recommendations.
   
• Make effective presentations to public officials, committees, and outside agencies.
   
• Establish and maintain effective working relationships with employees and the general public.
   
• Prepare technical and analytic reports.
   
• Communicate effectively, orally and in writing.
   
• Make program or project changes based on analysis of results, new legislation, or departmental changes.
   
• Meet multiple deadlines.

EXPERIENCE AND EDUCATION

Experience:

Four years of progressively responsible professional-level administrative experience.

-AND-

Education:

A Bachelor’s Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field.

Note:  It is highly desirable the required years of professional-level experience be attained in a governmental jurisdiction.  

Substitution:

Additional qualifying experience may substitute for the required education on a year for year basis.

Tracey Huerta