Deputy City Clerk

Under director, to assist in administering the day-to-day operation of the City Clerk's Office; to provide support to the City Clerk in the preparation of agendas, minutes, and follow-up; to maintain specialized filing and record systems; to perform a variety of difficult and specialized typing, transcription, clerical, word processing and administrative duties; preforms the duties of the City Clerk when assigned;

acts as Deputy Registrar of Voters and Notary Public; and performs related duties as required.

• Assists in preparing and posting agendas and agenda packets.
• Attends City Council meetings to take and transcribe minutes; prepares and distributes City Council meeting minutes after meetings; records and replays City meetings for cable access channels.
• Informs all outside agencies and City departments involved in an action of the City Council; gives out information interpreting and explaining City records, ordinances, laws, and procedures; composes and prepares correspondence and records.
• Revises and/or maintains the official files and records of the City.
• Receives claims and lawsuits served on the City; processes contracts, including monitoring of insurance policies; revises and maintains City code of Ordinances; researches files to provide information to City staff, officials, and the public.
• Assists in preparation for and conduct of elections and acceptance of petitions.
• Maintains an index file on all Council actions, ordinances, resolutions, contracts, agreements, encroachments, lien deeds and easements; formats resolutions for City Council signatures as necessary.
• Supervises publications of legal notices and ordinances and administers contract with newspaper; attends bid openings.
• Responds to inquiries in person, over the phone, and/or by email.
• Maintains files and distributes various codes and forms for reports required under the Fair Political Practices Act.
• Executes, records, certifies, and/or notarizes municipal documents.
• Serves as City Clerk in absence of City Clerk.
• Maintains the City Clerk's webpage with updated information and notices; responsible for cable television recordings and replay schedule.

• Operational characteristics, services, and activities of the functions, programs, and operations of a City Clerk's Office.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles of business letter writing and report preparation.
• Customer service and public relations methods and techniques.
• Principles and procedures of record keeping and filing.
• Methods and techniques of proper phone etiquette.
• English usage, spelling, grammar, and punctuation.

• Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced secretarial, and routine programmatic support functions of a general or specialized nature in support of the City Clerk's Office with only occasional instruction or assistance.
• Type or enter data at a speed necessary for successful job performance.
• Plan, lay out and supervise office procedures and filing and record systems.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Review work for accuracy and completeness.
• Learn and interpret rules, regulations, laws, and processes.
• Make decisions in procedural matters.
• Work effectively with the public and function in situations requiring tact, diplomacy, and discretion.
• Understand and carry out oral and written directions.
• Write effectively; perform shorthand or speed writing is highly desirable.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective professional working relationships with those contacted in the course of work.

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be:
- High school diploma or equivalent education and experience. Associate's Degree in Public Administration or a related field is desirable.
- Three years of increasingly responsible experience performing complex administrative support duties in a municipal government setting, two of which must have been in a City Clerk's Office providing professional administrative support. Experience must also include frequent contact with the public.

Certified Municipal Clerk is preferred.
Possession of a valid Class C California Driver's License with a safe driving record is required and must be maintained as valid during the course of employment.
Must be able to qualify as a Notary Public and must be bondable.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential…