Deputy City Clerk

Ideal Candidate
The City Clerk team is seeking a Deputy City Clerk that is a highly organized, adaptable, and proactive professional who thrives in a dynamic and fast-paced environment. This individual will bring a strong understanding of public sector practices, including the function of elected bodies and appointed boards and commissions. The Deputy City Clerk will be experienced in maintaining and managing official records, reviewing and routing contracts and agreements, responding to public records requests, and supporting the smooth operation of local government processes.
 
Key qualifications include a knowledge of the Ralph M. Brown Act, the Public Records Act, and records management principles, along with experience working with elected and appointed officials. The ideal candidate will be comfortable using modern technology and software, including agenda management tools, and will possess excellent written and verbal communication skills. They will be able to manage multiple tasks efficiently, exercise discretion in handling confidential information, and demonstrate sound judgment and tact in dealing with the public, elected officials, and staff.
 
The successful candidate will be a reliable team player with strong problem-solving skills and the ability to anticipate challenges and provide innovative solutions. A high level of initiative, diplomacy, and flexibility is essential, as is the ability to maintain positive, professional relationships in a constantly evolving environment.

Essential Duties and Responsibilities

The following duties are normal for this classification.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• When assigned, attends City Council or other public meetings, takes minutes of proceedings, from either handwritten notes or recording device transcribes minutes for review by  management/executive staff;
• From drafts, types in final form a variety of documents including minutes, resolutions, ordinances, and documents of a confidential nature for the City Manager or City Attorney; 
• Manages and participates in the City’s records management programs, including document imaging; develops, implements, and monitors programs; indexes actions and documents; microfilms and destroys documents; and trains staff and city employees;
• Receives, files, and retrieves documents ensuring documents are maintained in accordance with applicable policies and regulations, including the City’s Records Retention Schedule;
• Assists in the conduct of municipal elections including preparing, submitting for translation and posting of required notices, issuing, receiving and safeguarding election forms/documents, explaining election and filing procedures, coordinating election with County Registrar of Voters;
• Assists the City Clerk in the coordination of municipal elections; and assists in the administration and monitoring of compliance with the State and local campaign finance and conflict laws, and the City’s Conflict-of Interest Code;
• Builds and maintains  positive working relationships with co-workers, other City employees, and the public using principles of good customer service;
• As directed, organizes City Council and other public meetings including preparing and posting meeting notices, notifying appropriate persons and agencies; securing meeting sites and making necessary physical arrangements, typing and distribution of meeting agenda, and overseeing and organization of and distribution of agenda materials;
• Verifies material submitted for the Agenda Packet is complete, accurate, presentable, and contains all necessary signatures and attachments - notifies appropriate department and secures corrections/changes as necessary;
• Provides information and answers inquiries from officials, the public, and City staff on laws, procedures and policies such as the City Municipal Code, the Brown Act, the Political Reform Act, the Public Records Act, and the Election Code;
• Supervises assigned support staff to include scheduling, assigning tasks, evaluating, training, recommending personnel actions; assisting in selection, and enforcing rules and regulations;
• Ensures the provision of official notification of public hearings, including legal notices in accordance with City, State, and federal laws;
• Composes correspondence and responses for the City Clerk; completes special projects as assigned;
• Oversees the day-to-day support services of the office in order to ensure effective, efficient operation of the City Clerk's Office; - supervises support staff including preparing performance evaluations and approval of time cards;
• Serves as Acting City Clerk as required;
• Independently operates within the framework of contract management instructing City staff, using independent judgment and making recommendations for improvements to the program;
• Posts notices, receives and records documents submitted in response to public bids, and requested
• Researches, retrieves and provides a variety of information regarding municipal affairs to individuals and organizations; coordinates the updating of City's internet home page;
• Performs a variety of high-level administrative tasks associated with operation of the City Clerk's Office as requested.

MINIMUM QUALIFICATIONS

Training and Experience:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Equivalent to AA or AS degree in business administration, public administration or other related specialized training.

Experience: Six years’ experience performing increasingly responsible administrative support work which included public contact and working with records management systems. Previous experience in a City Clerk’s office is highly desirable.

Licenses; Certificates; Special Requirements:

• Certification as Municipal Clerk (CMC) by the International Institute of Municipal Clerks or Certification through the American Records Management Association within 2 years of employment.
• Ability to obtain a Notary Public certification within 6 months of employment.
• Ability to obtain Agency Passport Acceptance status within one year of employment.

Knowledge of:

• Modern office practices, procedures and computer equipment and software;
• Business English, punctuation, spelling and arithmetic;
• Supervisory principles and practices;
• Basic principles of office project management;
• Principles and practices of records management systems including various software databases and optical imaging systems;
• Municipal government operations, structure and regulation such as the Brown Act, Political Reform Act, Public Records Act, and Election Code;
• Accepted formats of legal documents desirable.

Ability to:

• Learn, understand and interpret rules, regulations, laws and ordinances affecting the operation of the City;
• Learn, understand and interpret the Brown Act and Public Records Act;
• Analyze situations carefully and adopt effective courses of action;
• Plan, organize and schedule priorities in the office;
• Compile and maintain complex and extensive records and prepare reports;
• Supervise assigned staff;
• Manage projects independently;
• Design and implement procedures and programs;
• Make decisions consistent with department philosophy;
• Work independently with minimal direction;
• Communicate verbally and in writing in a positive and effective manner;
• Work effectively with a variety of people at various levels of the organization, the public and members of the city council;
• Provide meaningful recommendations for and promote continuous improvement of systems and processes;
• Produce accurate and timely work;
• Perform high level administrative duties as required including typing at as speed sufficient to performance duties;
• Establishing and maintaining indexes and files;
• Track accurately, the processing of documents/reports;
• Operate modern office technology including word processing and audio recording equipment;
• Independently compose public hearing notices and other correspondence;
• Process documents of a sensitive and confidential nature;
• Transcribe and summarize notes from written or recorded material;
• Accurately and completely record the proceeding of public meetings;
• Read, understand, and explain governmental regulations.