Deputy City Clerk

Under general direction, serves as Deputy City Clerk including coordinating various election
activities; performing required duties for City Council services and records management,
establishing and maintaining organizational procedures and tracking systems for legislative
compliance of government codes; preparing agenda packets, following up on Council actions,
processing documents, and carrying out a variety of administrative support functions; performs
other duties as assigned.

The Deputy City Clerk is a single position class. The position performs a breadth of assigned
administrative support functions and responsibilities for the City Clerk and City Manager’s
Office.

General supervision is provided by the City Clerk. In the absence of the City Clerk, the position
reports to the City Manager.

This position may provide lead supervision of other support staff.

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

• Drafts, types, edits, processes, and distributes City Council meeting agendas, agenda
  packets, and related materials, memos, resolutions, ordinances, City Manager reports and
  notices, proclamations, and letters.
• Prepares, signs, seals, and processes items acted upon by the City Council, including
  composing and preparing correspondence and advising various individuals of City Council
  actions, directs publishing, posting, and mailing of notices; attests, certifies, and records all
  ordinances, resolutions, agreements;
  City Council meeting follow-up assignments and other
  municipal legal documents.
• Ensures proper procedures for notification and certification of Council actions.
• Attends City Council meetings, takes minutes, and prepares official action minutes.
• Assists the public and City staff by providing information and research and reference
  assistance.
• Processes and distributes signed contracts and/or agreements as necessary.
• Maintains a variety of municipal files and records in accordance with the City-wide records
  management program, including processing files for document imaging, records retention and
  destruction.
• Maintains records and carries out procedures for appointments to City commissions,
  committees, and boards including preparation of Maddy Act required notices
• Distributes and processes filings required by the Fair Political Practices Commission.
• Coordinates City election activities, under the supervision of the City Clerk, with the County
  Elections Department, including preparation of calendars, distribution of notices, providing
  candidate information and election statements, receives candidate nomination papers and
  financial disclosure statements, provides confirmation of election results, and assures other
  requirements of the Elections Code are met.
• May assist with Filing Officer and Filing Official duties for the Political Reform Act.
  In the absence of the City Clerk, receive, process, and file claims and lawsuits against the
  City; accepts and processes subpoenas.
• Accepts and processes Public Record Act Requests.
• May administer Oaths of Office.
• May attest and/or notarize a variety of documents.
• Assists with design and maintenance of City Clerk, City Manager, and City Council web
  pages.
• Represents the City Clerk’s Office to other City departments, elected officials and outside
  agencies; explains and justifies City Clerk’s Office programs, policies and activities.
• Composes and prepares correspondence.
• Answers incoming phone calls and greets office visitors providing information and appropriate
  referral to various City department staff.
• Manages special projects and programs as assigned.
• Maintains technical job performance skills.
• May provide backup for other office staff as needed.
• May serve on the Emergency Management Team in the event of a disaster or emergency

Knowledge of:

• Applicable state, federal, and municipal laws and procedures.
• City’s policies, rules, administrative regulations and procedures.
• Practices and procedures for the efficient operation of an administrative office.
• Operations and organization of municipal government.
• Legal requirements regarding the preparation and retention of municipal…