Deputy City Clerk

POSITION DESCRIPTION

Under general supervision, a Deputy City Clerk performs a wide variety of specialized administrative duties in the Office of the City Clerk; independently researches complex inquiries regarding administrative and legislative history of the Council and assists in the preparation, custody and preservation of official documents and records in the Office of the City Clerk. A Deputy City Clerk handles boards and commissions matters including communicating with liaisons and processing and tracking applications and memberships.

Utilizes software to process and track Statement of Economic Interest filings.

This class may flex to a Senior Deputy City Clerk after one year of satisfactory service and upon the recommendation of the appointing authority.

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

• Retrieves and copies public records; responds to questions from City departments, agencies, news media, and the public; refers individuals to appropriate agency or department; collects fees and prepares receipts and accepts as well as processes claims, summons, and complaints filed against the city.

• Receives and screens visitors and phone calls; provides information on department activities, functions, policies, and procedures as required.

• Posts meeting notices; prepares and distributes agendas and associated documents to the City Council, Mayor and City Manager.

• Processes documents to be posted on the bulletin board, internet and other designated areas ensuring ADA compliance format.

• Sets up Council chambers prior to the meetings and removes and stores materials afterward.

• Conforms ordinances and resolutions, processes documents subject to the Mayor’s veto. Administers oaths of office.

• Coordinates Employee of the Quarter with various department contacts; creates certificates; mails invitations and arrange refreshments for the event.

• Performs general administrative work including but not limited to filing, processing purchase orders and payment vouchers.

• Stores documents using approved retention schedule; scans and indexes documents in a digital format.

• Processes the municipal code updates with the publisher following council approval of ordinances that impact the city code. Performs related duties as assigned.

Full job specifications may be viewed at: https://www.fresno.gov/wp-content/uploads/2023/05/Deputy-City-Clerk_7-20.pdf

City of Fresno:

One current vacancy exists in the Office of the City Clerk. Immediate and future vacancies will be filled from this eligible list for a period of three (3) months from the date the eligible list is created, with the option of extending that period at the City's discretion. If the examination process is suspended for this recruitment, the eligible list may be limited to three (3) months.

Applicants must meet the minimum qualifications on or before the posted filing deadline in order to qualify for the examination and do not assure placement on the eligible list.

Possession of a high school diploma or GED equivalent

AND

THREE (3) years of increasingly responsible administrative experience, preferably within a public agency, which includes ONE (1) year of records maintenance.

Possession of a valid California Driver's License is required at time of appointment. Candidates considered for hire must provide proof of a valid driver's license and current copy of their driving record.

The selected eligible candidates certified will be required to successfully pass a Department interview, an extensive pre-employment background and a Department of Justice fingerprint prior to employment with the City of Fresno.

The examination process may consist of the following:

APPLICATION REVIEW - Qualifying Only:
Applications which meet the minimum qualifications will be reviewed and a limited number of the most qualified candidates will be invited to the oral examination. Selection of the most qualified candidates will be based upon those applications demonstrating the greatest breadth and depth of applicable education, experience, skills and training. Therefore, applicants are urged to submit sufficiently detailed information in their application materials for evaluation.

ORAL EXAM - 100%: A panel of subject matter experts will conduct a job-related oral examination to evaluate a candidate's knowledge of complex record keeping principles, the Brown Act, excellent customer service, skill to use computers and computer software, ability to work cooperatively and…