Deputy City Clerk

The Position

The City of Carlsbad is seeking an experienced, enthusiastic, and motivated Deputy City Clerk to become a part of its City Clerk Records Management team. Under general supervision of the Assistant City Clerk, the Deputy will perform a variety of responsible administrative and technical duties in support of the City Clerk's Office; assist in the day‑to‑day functions of the department; and perform other related work.

When hired, the Deputy will:

- perform the full range of duties assigned in support of the City Clerk's Office;

- assist in the preparation, custody, preservation, and distribution of official city documents and records;

- prepare agenda and supporting material for City Council meetings;

- attend and take minutes at public meetings in the absence or at the direction of the Assistant City Clerk;

- respond to public and staff inquiries regarding public records, policies, and procedures;

- assist the Assistant City Clerk in the election process; and - perform related duties as required.

Type, edit, and proofread a variety of letters, reports, forms, notices, and other correspondence for grammatical and procedural accuracy.

Answer inquiries requiring an understanding of the application of policies, rules and regulations.

Provide back‑up support and oversight of the front desk and reception area of the City Clerk's office, as needed.

Act as Notary Public.

Attend meetings of the City Council and other public meetings as directed, such as Carlsbad Municipal Water District, Community Development Commission, and Public Financing Authority meetings, Community‑Police Engagement Commission, City Council Legislative Subcommittee and City Council Economic Development Subcommittee; provide an accurate transcript of the proceedings in accordance with established policies and procedures; provide verbatim transcripts of portions of the proceedings when required;

record actions taken, prepare actions and minutes of meeting proceedings and prepare official minutes; compose and/or edit and process administrative and technical documents such as resolutions and ordinances approved at City Council meetings; review for accuracy and completeness; obtain necessary signatures; and respond to public/staff inquiries concerning those meetings.

Assist the Assistant City Clerk in the administration of city elections as directed, which may include pre‑election support and functions including ordering candidate forms and materials, assembling packets and instructions to candidates, and verifying residency and candidate requirements. Provide information to candidates and the public on election and candidacy requirements and procedures.

Assist in planning and conducting municipal elections and other legal requirements of the department; process Charter amendments; assist with Political Reform Act Filings (e.g. statements of economic interests, campaign statements). Ensure that disclosure requirements are met under the Political Reform Act and Conflict of Interest Code. Respond to inquiries by filers; reviewing forms for completeness when filed; and process necessary amendments/corrections with filers.

Maintain City Clerk's Office information and pages on website.

Prepare and track recorded documents and Mylar maps for recordation.

Assist in the preparation of departmental budget; monitor expenditures and accounts payable functions.

Process administrative contracts/agreements for approval and signatures in accordance with established procedures.

Assist in coordinating advertising, including preparation of legal notices, ensuring timely publication and review of invoices for accuracy, and placement of notices in designated locations.

Assist in the development of goals, objectives, policies, and procedures in the City Clerk's Office. Participate in recommending departmental and organizational changes.

Assist in the preparation and maintenance of the office procedure manual, Council Policy Manual, and various handbooks.

Prepare Foreign Residence Certificates for residents.

Maintain the roster and membership status of the city's boards, commissions, and committees; monitor board, commission, and committee…