a memorandum regarding the update on the search process to hire a new City Clerk to replace Donna Lopez when she retires

CITY HALL, CAMBRIDGE, MASSACHUSETTS 02139 TEL: [phone removed] FAX: [phone removed] | TTY/TDD: [phone removed] | EMAIL: jdevereux@cambridgema.gov CAMBRIDGE CITY COUNCIL Jan Devereux Vice Mayor April 8, 2019 Donna Lopez Clerk City Hall Cambridge Dear Madam Clerk, I would like to place the following on the agenda for the April 8, 2019 City Council meeting as a late communication from City Officers: “To my colleagues: I would like to update you all on the search process to hire a new City Clerk to replace Donna Lopez when she retires at the end of her term (May 31, 2019), capping nearly 50 years as a dedicated and respected City of Cambridge employee. A job description (attached) for the position was posted online and advertised as of February 27, 2019. Thirty-six (36) candidates had applied by the closing date of April 3, 2019. An interview committee will review all the applications and conduct a first round of interviews to choose the top two or three candidates as finalists. The finalists will be interviewed publicly by the full City Council, following a process similar to that used to interview the finalists for the City Manager position. The interview committee is comprised of Mayor McGovern, Councillor Carlone and myself, along with the City Council’s Executive Assistant Naomie Stephen and to-be-designated staff members (one each) from the Personnel Department, the City Manager’s Office, and the City Solicitor’s Office.” Sincerely, Jan Devereux Vice Mayor

NOTICE OF POSTING POSTING DATE: 02/27/2019 CLOSING DATE: 04/03/2019 Recruitment of external applicants is underway concurrent with this posting. Resumes and letters of interest can be submitted via email to cityclerkjob@cambridgema.gov, Cambridge residents are especially encouraged to apply. JOB TITLE & City Clerk DEPARTMENT: Office of the City Clerk JOB CODE/POSITION #: #O008-701 CIVIL SERVICE: Non-civil service HOURS OF WORK: 37.5 hours per week plus frequent evening and weekend meetings/events UNION AFFILIATION: None ESSENTIAL DUTIES AND RESPONSIBILITIES: The City Clerk is the official record keeper for the City of Cambridge. Appointed and held accountable by the City Council for a three-year term. Performs those duties prescribed by the laws of the Commonwealth of Massachusetts and the ordinances of the City of Cambridge and other such duties as the Cambridge City Council prescribes. Records kept by the Clerk’s Office include vital statistics (including births, marriages, domestic partnerships, and deaths), business and professional certificates, cemetery deeds for the Cambridge Cemetery, and the Cambridge Municipal Code and Cambridge Zoning Ordinance. The City Clerk is responsible for preparing and maintaining City Council documents, filings related to appeals before the Board of Zoning Appeal and Planning Board, and advertisements and postings of all notifications of meetings of Cambridge municipal bodies including all official City Boards and Commissions. The Clerk’s Office maintains a list of rules and regulations for various departments, boards, and commissions in Cambridge. Specific duties include but are not limited to the following: • Provides administrative and supervisory oversight of the City Clerk’s office, including day to day operations and the departmental budget. • Statutorily responsible for collecting, recording and depositing fees; developing, maintaining, and disseminating certain records and vital statistics, including marriage, death, and birth certificates, as well as business and professional certificates. • Attends (or assigns attendance) and keeps records of all meetings of the City Council and of its committees/subcommittees and carries out the actions required by decisions at those meetings. Acts as a resource and provides guidance on parliamentary procedures. • Responsible for the preparation and timely posting of the weekly City Council Agenda. • Notifies and provides documentation to the public of all City Council meetings and City Council actions and provides notification of all meetings of municipal bodies and official city boards and commissions in accordance with the requirements of the Massachusetts Open Meeting Law and Public Records Law. • Provides public information to the media and maintains the City Clerk’s website and the Open Meeting Portal. • Assists the City Council, its members, and committees in their development of public policy. • Performs staff work and research that may be required for the City Council to efficiently carry out its policy- making responsibilities. • Assists members of the City Council in providing information for other agencies or levels of government. • As directed by the City Council and in consultation with the City Solicitor, files and monitors legislation of importance to the City of Cambridge at other levels of government. • Responsible for maintaining and updating the Cambridge Municipal Code and Zoning Ordinance. • Responsible for binding, maintaining and preserving the vital records and City Council records for the City.

• Responsible for carrying out the provisions of Chapter 40A as it relates to zoning procedures. • Performs related duties as needed. MINIMUM REQUIREMENTS Strong written and verbal communication skills, exceptional office management and organizational skills, superior interpersonal and customer service skills. Ability to communicate effectively and professionally with a diverse population in a fast-paced office. Minimum five (5) years of related experience, seven (7) years preferred. Bachelor’s degree in related field or equivalent combination of education, training and experience. JD degree desirable. Notary Public and Justice of the Peace preferred. Demonstrated computer proficiency in Microsoft Office suite. Interest in innovation, particularly in the area of document management, helpful. Familiarity with the Massachusetts Public Records Law and Open Meeting Law. Familiarity with Massachusetts conflict of interest and ethics laws preferred. Working knowledge of Roberts’ Rules of Order. Knowledge of or ability to learn municipal laws, policies, codes and regulations. Knowledge of or ability to learn the legal requirements related to keeping and preserving Council minutes and all official City records. Ability to exercise sound judgment and negotiate priorities with multiple supervisors and deadlines. Capacity to work effectively with supervisors and collaboratively with other City departments’ staff. Previous experience working in municipal government and/or with a legislative body helpful. Knowledge of Cambridge preferred. PHYSICAL DEMANDS: Ability to access, input, and retrieve information from a computer. Ability to answer telephones and maintain multiple files. Ability to lift and carry up to five pounds of books and papers. Must read and analyze large quantities of information. Must have sufficient mobility to get back and forth from office to offsite meetings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. WORK ENVIRONMENT: Work is conducted primarily in an office environment with fluorescent lighting, air conditioning, computers and other standard office equipment, but also involves meetings in other offices or facilities. RATE: $130,000- $143,273/year plus applicable stipend as provided for under MGL Chapter 41 Section 19F. APPLICATION PROCEDURE: Submit both your resume and letter of interest by 5pm on the closing date via email to cityclerkjob@cambridgema.gov, or to Cambridge City Council Office (attn. Naomie Stephen) Cambridge City Hall, 795 Massachusetts Avenue, Cambridge MA 02139. THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. CITY OF CAMBRIDGE RESIDENTS ARE ESPECIALLY ENCOURAGED TO APPLY.