Deputy City Clerk

Definition

The Deputy City Clerk supports the Chief Deputy City Clerk by performing a variety of complex administrative, clerical, and confidential duties related to legislation, elections, records management, and compliance with city, state, and federal regulations. The position assists with City Council agendas and meeting documentation; processes agreements across departments; maintains official records under the Public Records Act; handles public notices and boards/commission/committee support;

and ensures adherence to procedures like the Brown Act The role demands attention to detail and collaboration with city staff, elected officials, and the public. The Deputy City Clerk also assists in maintaining the citywide records retention program; coordinates Fair Political Practices Commission filing obligations; conducts official activities of the City Clerk’s office in the absence of the Chief Deputy City Clerk;

supervises lower level staff, and performs related work as assigned.

The Deputy City Clerk supports the Chief Deputy City Clerk by performing a variety of complex administrative, clerical, and confidential duties related to legislation, elections, records management, and compliance with city, state, and federal regulations. The position assists with City Council agendas and meeting documentation; processes agreements across departments; maintains official records under the Public Records Act; handles public notices and boards/commission/committee support;

and ensures adherence to procedures like the Brown Act The role demands attention to detail and collaboration with city staff, elected officials, and the public. The Deputy City Clerk also assists in maintaining the citywide records retention program; coordinates Fair Political Practices Commission filing obligations; conducts official activities of the City Clerk’s office in the absence of the Chief Deputy City Clerk;

supervises lower level staff, and performs related work as assigned.

The Deputy City Clerk is a journey level position classification responsible for providing primary staff support to the City Clerk’s office. This classification is characterized by the handling of complex assignments, exercising independent judgment and working with minimal supervision.

May exercise technical and functional supervision over lower level clerical staff.

• Plan, assign and review the work of staff providing secretarial and clerical support to the City Clerk’s Office.
• Maintain official City records, assist with City elections, and stay current on issues relative to the field of records and elections.
• Plan and supervise the retention, maintenance, distribution and filing of records and documents related to transactions of the City and its employees including ordinances, resolutions, deeds, contracts, agreements and other documents, notices, minutes, reports and related papers; maintain and update the Colton Municipal Code and California statutes.
• Coordinate and process Fair Political Practices Commission filing obligations required of City Council Members, Commissioners, and designated employees; assist with providing information to candidates about the City, responsibilities of elected officials, and requirements for filing campaign expenditures and donations; transmit information on candidates to the county for the printing of ballots; process the filing of Conflict of Interest and semi-annual election campaign statements;
  
  and annually update the City’s Conflict of Interest Code.
• Administer oaths, affirmations and acknowledgements.
• Oversee and participate in preparation of City Council agendas; draft minutes; process appeals; prepare a variety of legal documents and notices.
• Assist with special projects and research assignments as required.
• Participate in staff training and evaluation programs for the City Clerk's Office personnel; coach employees to correct work deficiencies.
• Assist with implementation and administration of the Agenda Management Software Program.
• Coordinate maintenance of active records, archival and retrieval of inactive…