DEFINITION

Under general direction serves as Deputy City Clerk including coordinating various election activities; performing required duties for City Council services and records’ management, establishing and maintaining organizational procedures and tracking systems for legislative compliance of government codes; preparing agenda packets, following up on Council actions, processing documents, and carrying out a variety of administrative details; performs other duties as required.

DISTINGUISHING CHARACTERISTICS

The Deputy City Clerk is a single position class. The position performs a breadth of assigned administrative support functions and responsibilities for the City Clerk and City Manager’s Office.

SUPERVISION RECEIVED/EXERCISED

General supervision is provided by the City Clerk. In the absence of the City Clerk, the position reports to the City Manager. This position may provide lead supervision of other support staff.

ESSENTIAL JOB FUNCTIONS

(These duties are a representative sample; position assignments may vary)

• Drafts, types, edits and distributes City Council meeting agendas and related materials, memos, resolutions, ordinances, City Manager reports and notices, proclamations, and letters
• Researches, gathers and compiles information for a variety of reports and records and in response to requests for information from the public or members of the press
• Prepares, signs, seals, and processes resolutions, proclamations, agreements, ordinances, City Council meeting follow-up assignments and other municipal legal documents
• Maintains a variety of municipal files and records, including processing files for permanent binding, City archives or scheduled records’ distruction
• Oversees the distribution and processing of filings required by the Fair Political Practices Commission
• Oversees the preparation, distribution, and retention of City Council records including meeting minutes, agendas and staff reports; responds to meeting transcriber’s interpretive and/or summarizing questions for action minutes
• Ensures proper procedures for notification and certification of Council actions
• Maintains records and carries out procedures for appointments to City boards and commissions
• Coordinates City election activities, under the supervision of the City Clerk, with the County Elections Department, including preparation of calendars, distribution of notices, providing candidate information and election statements, and assures other requirements of the Elections Code are met
• Receives candidate nomination papers and financial disclosure statements and provides confirmation of election results
• Maintains information for deeds, claims against the City, and bids on City projects
• Attests and/or notarizes a variety of documents
• Answers incoming phone calls and greets office visitors providing information and appropriate referral to various City department staff
• May provide backup for other office staff as needed
• May attend City Council meetings to take and transcribe action minutes

QUALIFICATIONS

Sufficient education and/or experience to successfully perform the duties of the Deputy City Clerk.

Education and/or Experience:

Positions in this class typically require: High school diploma or GED and college-level coursework in secretarial or legal assistant work. An Associate’s Degree in a related field is desireable. Four years of increasingly responsible experience in a Municipal Clerk’s Office or other public administration position; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Knowledge of:

• City’s policies, rules, administrative regulations and procedures
• Practices and procedures for the efficient operation of an administrative office
• Operations and organization of municipal government
• Legal requirements regarding the preparation and retention of municipal records
• California election law as it pertains to municipal elections, Brown Act, and the regulations and requirements for compliance with the Fair Political Practices Commission
• Techniques of account and statistical recordkeeping, basic math, correct English usage, spelling, grammar, and punctuation

Skill to:

• Type at a minimum rate of 50 net words per minute from clear, legible copy

Ability to:

• Carry out a number of administrative support tasks in a timely and professional manner
• Take and prepare action minutes from meetings
• Interpret and apply a variety of City rules, laws, and policies with good judgment
• Work independently and exercise good judgment in carrying out assigned tasks
• Prepare clear, concise, and accurate agendas, minutes, correspondence, records and reports
• Independently monitor various deadlines and legal requirements for compliance with Election Code and other regulations
• Compile and maintain accurate information, records, and files
• Learn and utilize new technology
• Establish and maintain cooperative working relationships

Licensing Requirements:

(positions in this class typically require)

• Valid California Driver’s License
• Certification as a Notary Public within one year of appointment
• Municipal Clerk Certification is highly desired

Working Conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer, and hearing is required when providing phone and face-to-face customer service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.

FLSA Status: Exempt
Employee Unit: Confidential
Approved By: City Manager
Date Approved: July 25, 2006