Temporary Deputy City Clerk

Job Title

Under general supervision, to provide direct administrative and program support to the City Clerk in preparation, distribution and publication of the City Council agendas; to assist with the maintenance of official City records; to act in the capacity of Assistant City Clerk, when delegated; and to perform related work as required

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a variety of complex technical support work for the City Clerk functions.
• Assist in gathering material and documents for inclusion with City Council agenda packets including administrative reports, attachments, exhibits and agreements.
• Research and process documents; review agreements, contracts, resolutions, reports and ordinances for proper format, accuracy, and completeness to ensure consistency with City Council action.
• Prepare agenda for City Council meetings and attend City Council meetings and Measure C Committee meetings, taking and transcribing minutes and other meeting records.
• Perform follow-up work for City Council meetings, preparing and distributing required notices and publication of actions, resolutions, and ordinances including codification of ordinances in a timely fashion, administering oaths of office and certify documents.
• Provide staff assistance to assigned boards and commissions including agenda preparation, attending meetings of the commission, and preparing minutes.
• Answer a variety of public and staff inquiries regarding the functions and responsibilities of the City Clerk.
• Provide coverage and assistance in all areas of the City Clerk's Office as necessary to ensure the operation of the Office including filing, photocopying, answering the telephones, assisting the public at the counter, processing public records requests, and scheduling conference rooms.
• Assist in conducting and supervising municipal elections and prepares candidate packet; issues, receives, and reviews nomination papers and candidate statements.
• Perform a variety of projects as assigned by the City Manager's Office.
• Serve as back up to other office staff.
• Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of:
Requirements, procedures, and policies governing the Office of the City Clerk. Pertinent Federal, State, and local laws, regulations and codes including the Brown Act, Political Reform Act, and Public Records Act. Functions and organization of municipal government. Guidelines for posting and publishing public notices. Business English, including vocabulary, spelling, grammar, and punctuation. City Council Chambers Electronic Presentation Systems. Operation and basic maintenance of document imaging and duplicating equipment.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Ability to:
Perform a wide scope of technical support assignments in the City Clerk Offices. Assist with the efficient and lawful maintenance of City documents and records. Develop information and prepare reports. Attend Council Meetings and other after hour meetings. Facilitate meetings using City Council Chambers electronic presentation systems. Use City Council Chambers recording equipment to obtain electronic record of meetings. Transcribe recordings of meetings into official minutes of meetings.

Work under stringent deadlines and time constraints with constant interruption. Effective public relations skills, customer service and support. Effectively represent the City Clerk functions and policies in contacts with City Council, City staff, the public, and other government agencies. Learn and perform a variety of administrative, office, and general support work with minimal guidance and supervision. Read,…