Salary : $140,751.00 - $187,198.83 Annually
Location : San Ramon, CA
Job Type: Full-Time
Job Number: 2025-08-U225
Department: City Administration Department
Opening Date: 08/05/2025
Closing Date: 8/26/2025 5:00 PM Pacific
Description The City of San Ramon is looking for a motivated, and qualified professional to join our team as a City Clerk. The ideal candidate is highly organized, detail-oriented, and ethical public servant with a strong background in municipal government operations. They possess extensive knowledge of public records management, open meeting laws (e.g., the Brown Act), and election administration. With exceptional interpersonal communication skills, the ideal candidate is comfortable working closely with elected officials, city staff, and the public, and can handle sensitive matters with discretion and professionalism. They demonstrate strong leadership in managing agendas, minutes, and official documents, and are adept at using modern records and meeting management software. A Master Municipal Clerk (MMC) designation or the ability to obtain it within a specified timeframe is highly desirable. The ideal candidate is committed to transparency, accountability, and continuous improvement in city governance. The City Clerk plans, organizes, provides oversight to and participates in all City Clerk functions including retaining custody of and maintaining the City's official records and history, coordinating the conduct of City Council and Special Measure/Initiative elections, ensuring compliance with the Brown Act and legal notification of various Council, commission and committee meetings, and preparing agenda materials and minutes for City Council meetings; officiates at bid openings; coordinates City response to subpoenas for records; and performs related work as required.
This single-position class receives administrative direction from the City Manager or their designee and policy direction from the City Council. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over technical and administrative support staff. The City Clerk is the City's election official, legislative administrator and records custodian. Responsibilities include coordinating the activities of the office with those of other elected and appointed officials and providing administrative assistance to the City Manager as requested. The incumbent is accountable for accomplishing goals and objectives for the office and for furthering City goals and objectives within general policy guidelines.
The Ideal Candidate has: - Extensive experience in municipal government , including knowledge of council procedures, records management, and public meeting requirements.
- A strong understanding of legal and regulatory frameworks , such as the Brown Act, Public Records Act, and election laws.
- Proven experience administering municipal elections , including candidate filings, voter outreach, and compliance with election codes.
- Exceptional organizational and time-management skills , with the ability to manage multiple priorities and meet strict deadlines.
- Outstanding written and verbal communication skills , with the ability to prepare accurate meeting minutes, reports, and official records.
- Proficiency with agenda and document management software , and the ability to adapt to new technologies quickly.
- A high level of integrity and discretion , especially when handling confidential or politically sensitive information.
- Professionalism and diplomacy in working with elected officials, city staff, the public, and external agencies.
- Leadership and supervisory experience , including training and overseeing staff or volunteers.
- Commitment to transparency, customer service, and continuous improvement in municipal processes.
- Master Municipal Clerk (MMC) designation or the ability to obtain certification within a designated timeframe (strongly preferred).
Typical Duties - Prepares City Council agenda packets, including coordinating and reviewing agenda material, finalizing agendas and overseeing distribution of the packets.
- Performs follow-up activities resulting from Council meetings, including preparing and distributing minutes, ensuring that resolutions and ordinances are in proper format and notarized, tracking committee and commission actions and preparing related letters of acceptance or rejection.
- Supervises City official records file maintenance, ensuring that documents are recorded and filed properly and oversees the monitoring, archiving and destruction of documents.
- Oversees the City's Municipal Code ensuring timely update and proper ordinance codification.
- Monitors contracts and other agreements ensuring they are signed, recorded in a timely manner, and that City insurance requirements are met.
- Serves as the City's Election Official, coordinates all aspects of the City's General and Special Elections and interfaces closely with the Contra Costa County Elections Department; educates the public regarding voting regulations and election procedures.
- Administers oath of office for City Council and Commissioners and maintains custody of official City seal.
- Administers City-wide programs, including Conflict of Interest, Municipal Code, Records Retention and Storage, Document Imaging and Noticing for Council, Commission and Special Meetings.
- Administers State mandated programs such as Ethics Training and Fair Political Practice Commission requirements
- Educates the public on smoking, noise and other regulations and ordinances as well as City programs such as Local Government Through School and Citizen Engagement.
- Receives and coordinating responses to all subpoenas for records, public records requests, lawsuits and depositions served on the City.
- Receives bids, officiates at bid openings, returns unsuccessful bid bonds and archives bid documents.
- Oversees updates of the City Council/City Clerk web page.
- Oversees the Passport Acceptance Program.
- Performs wedding ceremonies.
- Supervises assigned clerical and technical staff.
- Performs other duties as assigned.
Knowledge and Abilities Knowledge of: Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision. Public agency budget development, contract administration, City-wide administrative practices, and general principles of risk management related to the functions of the assigned area. Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs; principles and practices of municipal government administration. Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function. Functions, authority, responsibilities, and limitations of an elected City Council. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures. Record-keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to: Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas. Provide administrative and professional leadership and direction to the department and the City. Prepare and administer budgets; allocate limited resources in a cost effective manner. Interpret, apply, explain, and ensure compliance with Federal, State, and local laws, rules, regulations, policies, and procedures. Plan, organize, direct, and coordinate the work of supervisory, technical, and administrative personnel; delegate authority and responsibility. Select, train, motivate, and evaluate the work of staff. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Coordinate municipal elections within legal guidelines. Oversee and coordinate maintenance of the official records of the City. Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials. Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate office equipment and computer applications related to the work. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications 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:
Education Equivalent to graduation from a four-year college or university with major coursework in business or public administration or a field related to the work.
AND
Experience Three (3) years of supervisory, office administrative, related experience, preferably in a public agency.
OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Licenses and Certifications - Certification as a Certified Municipal Clerk (CMC) after three years of employment. Certification as a Master Municipal Clerk (MMC) is highly desirable.
- Possession of, and ability to maintain, a valid California Driver's License. A valid California Driver's License is not a requirement for this position. However, persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Driver's License; alternatively, persons hired into this class could use alternative means of transportation as part of their job duties.
Recruitment Process Resumes cannot be substituted for a completed application. The recruitment process is as follows:
The most qualified candidates, as determined by initial screening of applications, will be invited to participate in an oral and/or department panel interview.
The first round of interviews is tentatively scheduled for September 2025. The eligibility list will be established from the interview process. Individuals on the eligibility list may be asked to participate in a second round of interviews based on specific individual qualifications and the City's needs. The eligibility list will remain in effect for one (1) year for potential future vacancies.
The City of San Ramon is an equal opportunity employer and does not discriminate against race, color, religion, national origin, age, sex origin, sexual orientation or disability. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Division at
Information contained herein, including the recruitment process, is subject to change without notice. - Medical
- Dental
- Vision
- City Funded Flex Medical Benefit
- Optional CalPERS Retirement (those not electing CalPERS will be enrolled in PARS)
- Retiree Health Savings Account Contribution (3%)
- Medicare
- Monthly Auto Allowance
01
Please indicate your highest level of education completed.
- High School or Equivalent
- 1 year college (30 semester/45 quarter units)
- 2 years of college (Associate's Degree or 60 semester/90 quarter units)
- 3 years of college (90 semester/135 quarter units)
- 4 years of college (Bachelor's Degree or 120 semester/180 quarter units)
- Master's Degree or above
02
Do you possess major coursework in business or public administration or a field related?
03
Please list relevant major coursework or fields(s) of study.
04
How many years of supervisory, office administrative, or related experience do you possess?
- No supervisory experience
- 1 year but less than 2 years
- 2 years but less than 3 years
- 3 years but less than 4 years
- 4 years but less than 5 years
- 5 years but less than 6 years
- 6 years but less than 7 years
- 7 years or more
05
Please check the certifications or licenses that you have and are relevant to the City Clerk role.
- None
- Certified Municipal Clerk (CMC)
- Master Municipal Clerk (MMC)
06
Please describe your experience with municipal elections.
07
Please list the types of software you are proficient in that are relevant to a City Clerk's duties.
08
Please describe your experience serving as a City Clerk, Deputy City Clerk, or similar role. In your response, please include A) the organization(s) in which you gained this experience, B) the duration of your experience, C) how many employees you supervised, and D) your key responsibilities, including your duties and accomplishments.
09
Please describe your experience supporting elected bodies and officials. In your response, please include A) the organization(s) in which you gained this experience, B) the duration of your experience, C) the types of elected bodies/officials you have supported, and D) the nature of the support you provided, including any experience you have administering election processes, preparing meeting agendas, taking meeting minutes, overseeing the conduct of public meetings, and ensuring compliance with the Ralph M. Brown Act.
10
Please describe your experience performing budget and records management. In your response, please include A) the organization(s) in which you gained this experience, B) the duration of your experience, C) the types and sizes of budgets you have managed, and D) the types of records you have managed, including any experience you have ensuring compliance with the Public Records Act and responding to public records requests and subpoenas.
Required Question
