Deputy City Clerk [United States]

 

DEFINITION

The City currently has a COVID-19 vaccination requirement in place, however it has been suspended until further notice.

Under general direction, performs responsible duties of above average difficulty in support of the activities and services of the City Clerk's Office; assists in the development, publication, and distribution of agendas; assists in the care and custody of official City records; assists the City Clerk in elections; provides public records information; ensures insurance requirements are met by all contractors; and assumes responsibility for the administration of the department in the absence of the City Clerk.

EXAMPLES OF DUTIES

• Participates in the preparation, assembly, and distribution of agenda packets.
• Records and maintains legislative history of City Council actions.
• Assists in the maintenance of official City documents utilizing the city's records retention schedule and filing index.
• Assists with Municipal Code maintenance.
• Ensures that certificates of insurance for all City Council approved contracts are current.
• Processes various financial documents including invoices and purchase orders.
• Processes and issues applications for street banner permits and coordinates with assigned departments.
• Responds to inquiries from the public and staff requesting public records.
• Assists in the publication and mailing of official notices.
• Assists in the election process and submission of Fair Political Practices Commission filings. Assists in the distribution and coordination of responses to internet electronic mail and receipt of facsimiles.
• Assists in updating information on the government cable TV channel and the department's internet web page including publication of City Council meetings.
• Assists in developing policies and procedures for implementing a computerized records management program; assists with the recordation of official City records and ensures documents are fully and promptly recorded; assists with proclamations, commendations, memoriam, and certificates of recognition with the City Council.
• Assists with complex city council records and archives including ensuring complete, accurate, and trustworthy records; maintains complex research indexes so records can be located and retrieved.
• Performs the duties of the City Clerk in his/her absence.

DESIRABLE QUALIFICATIONS

Knowledge of:

• Operations, services and activities of City Clerk's Office.
• Methods and techniques of public meeting agenda preparation and notification requirements.
• Principles and practices used in recording and transcribing public meeting minutes.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures and methods including computers and supporting word processing and spreadsheet applications.
• Business letter writing and basic report preparation and procedures.
• Pertinent federal, state and local laws, codes and regulations.
• Legal requirements related to open meetings, public records, election laws, boards and commissions, and related record keeping requirements and maintenance; procedures and legal requirements necessary to develop, maintain, archive, preserve, and protect municipal records.
• Principles of community relations.

Ability to:

• Perform complex administrative duties in support of the City Clerk's office.
• Analyze situations carefully and adopt effective courses of action.
• Assist in the planning, organizing, and directing of the functions of the City Clerk's office.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Interpret, explain, and apply pertinent laws, regulations, policies, and procedures.
• Provide information and organize material in compliance with laws, regulations, and polices.
• Maintain a variety of complex automated and manual files and records.
• Assist in organizing, supervising, and implementing the City's records management program.
• Prepare clear and concise reports.
• Follow and comply with written and oral instructions.
• Perform administrative detail work.
• Ensure all City Clerk business documents comply with the office standards and guidelines.
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS

Education and Experience: Equivalent to completion of high school and three years of administrative support or related experience, including some experience closely related to the functions and duties of the Office of City Clerk.

Other Qualifications:

Possession of a valid Class C motor vehicle operator's license from the State of California.

Possession of a valid certificate as a Notary Public and certification as a Certified Municipal Clerk is desirable.

Municipal experience is preferred.

Physical Demands:
Ability to sit for up to four hours at a time.

Ability to see.

Ability to climb a footstool or ladder for the purposes of retrieving records from storage.

Ability to get from one location to another in the course of doing business.

Along with your online application, please submit a resume.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be a comprehensive list of responsibilities, duties, and requirements. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Employee Benefits
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Vacation Leave: To accrue at a total of 80 hours per year of employment for a maximum of 320 hours.

Holidays: 13 holidays per year, which includes 2 floating paid holidays.

Sick Leave: To accrue at a rate of eight (8) hours per month for a maximum accrual of 96 hours per year. Sick leave shall accrue without limitation.

Health Insurance: Medical Insurance Coverage provided by the California Public Employees Retirement System (CalPERS). 100% paid for employee and 50% toward dependent coverage. Lifetime benefit for fully vested CalPERS employees with 5 consecutive years of full-time employment with the City upon retirement.

Dental Insurance: Provided by Delta Dental: DeltaCare USA and Delta Dental PPO. 100% paid for employee and 75% for the cost of employee's dependents. Lifetime benefit for fully vested employees (employee only) which is 5 consecutive years of full-time employment with the City upon retirement.

Vision Insurance: Provided by VSP. 100% paid for employees. Lifetime benefit for fully vested employees which is 5 consecutive years of full-time employment with the City upon retirement.

Employee Opt Out: The City will provide employee with an "opt-out" stipend of $500.00 per month in lieu of health insurance coverage.

Employee Optional (Supplemental) Benefits Plan: The City provides $1,744.00 per fiscal year for each full-time employee to use for the sole purpose of payment of employee out-of-pocket health insurance premiums

Deferred Compensation: Each month, the City will match an employee’s contribution to the City-offered 457 plan, up to a maximum of 1.5% of the employee’s base salary.

Life Insurance: $50,000 per full-time employee.

Disability: Provided for non-occupational accidents or illness. Premiums are paid by the City for full-time employees.

Retirement: The City participates in the CalPERS retirement system. Effective January 1, 2013, new members to CalPERS or who have more than a six month break in service between employment in a CalPERS (or reciprocal) agency will be subject to the provisions of the Public Employees' Pension Reform Act of 2013 (PEPRA) and will receive the 2% @ 62 benefit formula.

Employees who are current members of CalPERS or an agency with CalPERS' reciprocity, or who have less than a six month break in service between employment in a CalPERS (or reciprocal) agency and employment with the City will be enrolled in the 2.5% @ 55 benefit formula.

All employees hired after January 1, 2012 are required to pay the full employee contribution to CalPERS.

Social Security: The City does not participate in Social Security. The City and employee both contribute 1.45% for Medicare.

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