Overview

Deputy City Clerk Job at City of Pacifica – 3.8 Pacifica, CA

JOB SUMMARY
With direction and supervision from the City Clerk, this role assists the City Clerk in performing day-to-day operations of the City Clerk’s Office and will take the lead in administering certain programs and/or complex administrative functions of the City Clerk’s Office.

In the absence of the City Clerk, this position serves as acting City Clerk, including validating official documents, maintaining official City Records management systems, maintaining agenda management systems, acting as the Elections Official in municipal elections, and performing the day-to-day operations of the City Clerk’s Office and in support of City Council. Reports directly to the City Clerk and is expected to work independently with minimal direct supervision.

DISTINGUISHING CHARACTERISTICS
This single-position class performs a wide-range of duties specific to the Office of the City Clerk. The position assists City Clerk with variety of functions including the City’s records management program, election administration, conflict of interest statements, public records requests, City Council agenda, processing of a variety of legal documents and related analytical work as assigned. Furthermore, this class is distinguished from the Administrative Assistant by the required specific and comprehensive knowledge of the City Clerk function, which is only obtained through a combination of on-the-job experience and professional training through a City Clerks’ Association.

ESSENTIAL FUNCTIONS – The Deputy City Clerk:

  • In conjunction with the City Clerk, maintain the official records and documents of the City Council in good order, including resolutions, ordinances, contracts, deeds, agendas and minutes.
  • Perform various duties required for the publication, filing, indexing, and safeguarding of all City Council proceedings.
  • Attend City Council meetings in support of the City Clerk.
  • Assist City Clerk in the preparation of official City Council meeting Minutes.
  • Assist City Clerk in the preparation of City Council Agendas; assist in coordinating with other departments in preparing the agenda for City Council meetings, coordinate the collation and distribution of agenda packets.
  • Assist in the maintenance and administration of a records retention schedule covering all City records based on legal requirements of the State and other codes.
  • Assist in coordinating receipt from departments, review and submission for City Attorney approval of requests for periodic destruction of appropriate records pursuant to the City’s records retention policy and schedule.
  • Compose and prepare correspondence advising various individuals of City Council actions.
  • Assist in the maintenance of an archives area for permanent City records, maintain an index of records located in the archives; retrieve records for staff and public when needed.
  • Notice, advertise and calendar public hearings; prepare a variety of other notices in accordance with City, State, and Federal law.
  • Respond to public records requests from the public by online platform, letter, telephone and in person; research information for public or City staff when necessary.
  • Certify ordinances, resolutions, agreements and other official documents and administer oaths of office.
  • Manage development of policies and procedures related to management of records and information.
  • Conduct or assist in conducting bid openings pursuant to the formal bid process; notify Public Works office upon receipt of all documents related to bids.
  • Assist in planning and conducting periodic City elections and other legal requirements of the City Clerk’s Office; process election candidate filing materials.
  • Act as Notary Public for City business needs.
  • Receive and file the general liability claims against the City and provide claim forms and basic claim process information upon request.
  • Perform secretarial support for City Clerk’s Office and City Council; compose correspondence and letters, prepare purchase and work orders, and prepare invoices for payment.
  • Prepare proclamations for the Mayor and City Manager review and approval and prepare final Proclamations for presentation; maintain records of official documents in accordance with records retention policy.
  • Make travel arrangements, maintain appointment schedules and arrange meetings, conferences and civic functions for the Mayor, Mayor Pro Tem and Council Members.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge Of:

  • City ordinances/resolutions and other pertinent official documents.
  • State and municipal administration and recording regulations, practices, policies and procedures
  • English usage, spelling, grammar and punctuation.
  • Modern office methods, practices and procedures and equipment.
  • Business letter writing and basic report preparation.
  • Operation and use of office equipment, including computer equipment and programs.
  • Organizational procedures and operations of City government.
  • Procedures and practices of records management.

Skills In:

  • Conducting an official elections process
  • Preparing agendas and meeting packets
  • Taking and transcribing accurate minutes
  • Interpreting codes and laws related to City records
  • Maintaining City records, including filing, storage and retrieval and disposal
  • Communicating clearly and effectively, both orally and in writing.
  • Speak, read and write Spanish (desirable)

Ability To:

  • Learn and apply related federal, state and municipal laws and procedures.
  • Implement procedures and practices of records management.
  • Learn and implement election laws and political reform requirements.
  • Provide information and organize materials in conformance with policies and regulations.
  • Respond to requests and inquiries for public record documents.
  • Maintain complex records, summarize written material, and interpret a variety of documents, including contracts and ordinances.
  • Answer user questions and assist in training City personnel in records management.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain cooperative working relationships with those contacted in the course of work.
  • Transcribe minutes and proofread at a speed necessary for successful job performance.
  • Deal effectively with the public, including special groups such as the elderly and disabled.
  • Understand and follow oral and written directions.
  • Is flexible and can handle stressful situations.
  • Use tact, discretion, initiative, and independent judgment within established guidelines.
  • Recognize and appropriately handle materials in a sensitive and confidential manner.
  • Exercise sound judgement.
  • Ability to organize work, set priorities, meet critical deadlines and follow upon assignments with a minimum of direction.
  • Ability to read, communicate to others the policies, procedure, statutes, local rules, codes and regulations pertaining to assigned programs and functions.
  • Operate a variety of office equipment.

MINIMUM QUALIFICATIONS REQUIRED
Education:
An Associate’s Degree in public or business administration or related field; and
Experience:
Four (4) years of increasingly responsible Office Administrative and/or Office Management experience. Experience in a City Clerk’s Office or other public agency is highly desirable. Supervisory experience is desirable.
Licenses and / or Certifications:

  • Valid California Class C Driver’s License and a good driving record, at the time of appointment.
  • Notary Public License issued by the California Secretary of State (within twelve-months of appointment)

DESIRED QUALIFICATIONS

  • Bachelor’s Degree in Public or Business Administration or closely related field is desirable.
  • Possession of and/or interest in obtaining a Municipal Clerk Certificate is desirable.

MATERIAL AND EQUIPMENT USED
Modern office equipment, personal computer and applications, (i.e. Word, Excel, Publisher, Power Point, Adobe Acrobat, Zoom Virtual Conferencing, Microsoft Teams, social media platforms such as Nextdoor, Facebook, Twitter, Microsoft Office 365, etc.)
PHYSICAL REQUIREMENTS
The ability to maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of duties.
WORKING CONDITIONS
While performing the essential functions of this classification the employee will primarily work in an office environment. The employee must be able to complete specific administrative tasks while maintaining availability to public for inquires and adequate response to stressful situations.

Location: 540 Crespi Drive Pacifica,94044, Pacifica, CA 94044

Job Type: Full-time

Pay: $6,879.00 – $8,529.00 per month

About the Company

Company: City of Pacifica – 3.8

Company Location:  Pacifica, CA

Estimated Salary:

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About City of Pacifica - 3.8