Deputy City Clerk

Under general supervision, assists the City Clerk in the gathering and preparation of City Council meeting agendas and packets and processes correspondence, legal notices, reports, contracts, resolutions, ordinances, and public notices for the City of Norco. This position performs official duties of the City Clerk in their absence. This position assists the City Manager’s Office in writing reports, research for projects, interfacing with elected officials and the public, and other duties as needed.

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledges, skills and other characteristics.

This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

• Assist in the planning and organizing of official City documents and records including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records.
• Assist with city-wide records management including off-site storage, interpretation of records retention and destruction schedule and ongoing maintenance and organization of records.
• Assist in the development of division goals, objectives, policies, and procedures.
• Lead the operation of the City's centralized records management and retention system, including administration of the electronic records management system, ensuring compliance with government codes for records retention and destruction; assists with the preparation of records retention schedules and administer the storage, retrieval and destruction of documents; coordinate the city-wide document imaging program and maintenance of electronic records and records storage systems;
  
  analyze and evaluate records management technology.
• Coordinate the compilation and preparation of agenda items, development of agendas, and lead the assembly and distribution of packets for City Council, Commission, and Committee Meetings, ensuring compliance with the Brown Act, Public Records Act, Political Reform Act, and all applicable Federal, State, and local laws pertaining to clerk operations and records.
• Attend City Council meetings, as required; prepare the digest of actions and official minutes of legislative actions.
• Organize and oversee the Commission and Committee recruitment program, and assist in development and of training seminars, orientations, and recognition events.
• Accepts Public Records Act requests and summons for litigation; research information, prepare documents, and respond in accordance to all applicable Federal, State, and laws.
• Respond to inquiries from the public.
• Under the direction of the City Clerk, assist in administering the State campaign and disclosure laws, including the electronic filing system, and the City's Conflict of Interest Code.
• Assist in conducting municipal elections.
• Process requests from the City Council, City staff, and the public for research and information regarding City codes, ordinances, and established policies and procedures.
• Screen office and telephone callers; provides front counter assistance including information to the general public regarding assigned area of responsibility; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents.
• Accepts and assists in bid openings.
• Assist with special projects, as assigned, and provide responsible and highly complex administrative support to the City Manager and City Clerk; recommends improvements in workflow, procedures, and use of equipment and forms.
• Notarize City and public documents.
• Requires an incumbent to work some nights and weekends for City Council Meetings and City events.
• Act as the City Clerk on a relief or as assigned basis.
• Performs other related duties as assigned.

SUPERVISION RECEIVED: City Clerk

SUPERVISION EXERCISED: May provide technical guidance to lower-level staff.

CONTACTS AND RELATIONSHIP: This position has the majority of its interaction with the public, City Council Members, Commissioners, and other City employees.

QUALIFICATION GUIDELINES: The knowledge and abilities which are required to perform the duties and responsibilities of this class are as follows:

• Experience:
  
  At least three (3) years of experience in a City Clerk’s Office.
• Education:
  
  High School equivalent supplemented by specialized training in municipalities, Brown Act, and/or City Clerk Technical Training.…