Deputy City Clerk

Under direction of the City Clerk, assists with operations of the City Clerk’s Office, City Manager’s Office, and Administrative Services Department; performs duties related to the citywide Records Management Program; and performs a wide variety of complex administrative and clerical duties in the City Clerk’s Office and Administrative Services Department.

The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here.

Operates a variety of office equipment including computers, telephones, printers, scanners, fax machines, and copiers in the performance of duties; performs reception duties for the offices of the City Clerk, City Manager, and City Council, and assists with reception for the Administrative Services Department; receives telephone calls and complaints from the public and provides direct assistance to callers, or routes or refers them to the appropriate departments, individuals, or outside agencies as necessary;

screens calls and visitors for the City Clerk and City Council; books travel arrangements, schedules appointments, and organizes meeting schedules for the City Clerk, City Manager, Administrative Services Director, and City Council; compiles, prepares, distributes, and posts agendas and related materials and prepares minutes for meetings of the City Council and other legislative and advisory bodies of the City as directed;

prepares routine reports related to City Clerk and Administrative Services Department matters; updates and maintains the citywide Records Management Program including providing training and assistance to departments with records retention schedules, coordinating the annual destruction of obsolete records, maintaining inventories and databases of records stored on- and off-site and in electronic format, and receiving, tracking, and routing Public Records Act requests;

assists with the notification and monitoring of elected and appointed officials’ legally required training; accepts and maintains Fair Political Practices Commission forms filed by elected and appointed officials, employees, political committees, and candidates for public office; performs moderately complex research, data collection, and report preparation; prepares a variety of moderately complex documents, letters, and reports in draft and final form using a personal computer and word processing software;

assists the City Clerk in the conduct of municipal elections; updates information and posts notices on the City’s website as needed; serves as Acting City Clerk when assigned; attends City Council, Committee, and Commission meetings as requested; performs related duties as required or assigned.

Performs certain official duties on behalf of the City Clerk in their absence.

This class reports directly to the City Clerk.

Pertinent federal, state, and local laws, codes, and regulations for transparency in public agencies such as the Brown Act, Public Records Act, and Political Reform Act; organization and functions of municipal government, and the legal responsibilities of city clerks in the state of California; good recordkeeping principles, procedures, and practices; professional writing techniques with proper use of English including spelling, punctuation, and grammar;

computers and Microsoft Office applications, including Word, Outlook, and Excel.

Adapt to a high-volume, fast-paced working atmosphere; exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision; work independently to meet deadlines; establish and maintain positive, cooperative, and effective working relationships with coworkers, elected and appointed officials, and the public; collaborate effectively with staff in other departments; handle sensitive situations with tact and discretion; understand and follow verbal and written direction, and communicate in a clear and concise manner in English, both verbally and in writing;

communicate effectively and respectfully with staff, officials,…