Deputy City Clerk

Under the City Manager’s direction, plans, coordinates and performs the activities of the office of Deputy City Clerk.

Responsible for a variety of Council member activities including preparation of Council agenda, packet and official records of meetings. Serves as staff support for Council’s committees and commissions. Coordinates election processes in compliance with local, state and Federal law. Serves as Filing Officer for required disclosures. Provides general staff support for Council members and City Manager’s Office.

Duties may include, but are not limited to, the following:

Attends City Council meetings, study sessions and workshops and records official proceedings. Prepares and posts minutes.

Prepares and organizes distribution of City Council agendas and packets through printing and/or posting on the City’s website. Files and indexes proceedings of the City Council.

Prepares legal notices and publications.

Coordinates election activities including evaluating elections data and information; generates reports and maps as requested.

Serves as staff support to one or more Council commissions or committees.

Serves as the official custodian of public records including ordinances, resolutions, contracts, deeds, agreements and other official documents; and, maintains overall responsibility for the City’s records management system, including retrieval and copying of documents for the public and City staff.

Serves as Fair Political Practices Act Filing Officer for required disclosures under the Political Reform Act (700 Forms, etc.) and annual mandates.

Ensures compliance with City Council members’ required training; tracks completion of training.

Responds to Public Records Act requests.

Administers oaths of office to elected officials, commissioners and City employees, including administration of Disaster Service Worker oaths.

Provides staff assistance to the City Manager by preparing and presenting staff reports to Council and Commissions and other necessary correspondence as needed.

Assists in developing, planning and implementing goals, objectives, and systems relating to the Deputy Clerk function.

Assists the public and staff by providing information and research assistance.

Maintains City Council Standard Operating Procedures and Municipal Code; ensures updates are posted to required public sites.

Receives and processes petitions, summons and appeals of Planning Commission and City Council decisions and staff notices of violation. Coordinates administrative hearings as appropriate.

May schedule appointments, meetings and travel arrangements as needed for Council members and City Manager’s office.

Assists with preparation and monitoring of Deputy City Clerk’s budget.

Maintains professional ethics, trust and confidentiality of the office while maintaining a positive and cooperative working relationship with the public and staff.

• Principles and practices of the City Deputy Clerk’s Office
• Principles and practices of elections management
• Pertinent local, State and Federal rules, regulations and laws specifically including Brown Act, Fair Political Practices Act, and election law
• Principles and practices of policy development and implementation
• Budgeting procedures and techniques
• Principles and practices of computer systems and software
• Modern office procedures, methods and computer equipment
• Principles and practices of organizational analysis and management

• Planning, organizing and coordinating the functions of the Deputy City Clerk’s Office
• Communicating effectively both orally and in writing
• Gathering data, analyzing information and preparing a variety of reports
• Maintaining confidentiality in the performance of duties
• Dealing tactfully and courteously with…