DEFINITION:
The Deputy City Clerk supports the Chief Deputy City Clerk by performing a variety of complex administrative, clerical, and confidential duties related to legislation, elections, records management, and compliance with city, state, and federal regulations. The position assists with City Council agendas and meeting documentation; processes agreements across departments; maintains official records under the Public Records Act; handles public notices and boards/commission/committee support; and ensures adherence to procedures like the Brown Act The role demands attention to detail and collaboration with city staff, elected officials, and the public. . The Deputy City Clerk also assists in maintaining the citywide records retention program; coordinates Fair Political Practices Commission filing obligations; conducts official activities of the City Clerk’s office in the absence of the Chief Deputy City Clerk; supervises lower level staff, and performs related work as assigned.
DISTINGUISHING CHARACTERISTICS:
The Deputy City Clerk is a journey level position classification responsible for providing primary staff support to the City Clerk’s office. This classification is characterized by the handling of complex assignments, exercising independent judgment and working with minimal supervision.
SUPERVISION EXERCISED:
May exercise technical and functional supervision over lower level clerical staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related duties.
- Plan, assign and review the work of staff providing secretarial and clerical support to the City Clerk’s Office.
- Maintain official City records, assist with City elections, and stay current on issues relative to the field of records and elections.
- Plan and supervise the retention, maintenance, distribution and filing of records and documents related to transactions of the City and its employees including ordinances, resolutions, deeds, contracts, agreements and other documents, notices, minutes, reports and related papers; maintain and update the Colton Municipal Code and California statutes.
- Coordinate and process Fair Political Practices Commission filing obligations required of City Council Members, Commissioners, and designated employees; assist with providing information to candidates about the City, responsibilities of elected officials, and requirements for filing campaign expenditures and donations; transmit information on candidates to the county for the printing of ballots; process the filing of Conflict of Interest and semi-annual election campaign statements; and annually update the City’s Conflict of Interest Code.
- Administer oaths, affirmations and acknowledgements.
- Oversee and participate in preparation of City Council agendas; draft minutes; process appeals; prepare a variety of legal documents and notices.
- Assist with special projects and research assignments as required.
- Participate in staff training and evaluation programs for the City Clerk's Office personnel; coach employees to correct work deficiencies.
- Assist with implementation and administration of the Agenda Management Software Program.
- Coordinate maintenance of active records, archival and retrieval of inactive records, and the destruction of records; and, maintain a comprehensive indexing and filing system for tracking official records, documents, and actions.
- Assist department staff and the public in researching historical City records; retrieve official documents and records, including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents and meeting minutes; prepare legal records for litigation.
- Serve as liaison between City Clerk’s Office and other City departments.
- Provide information and resources to City Officials, Departments and other organizations as appropriate.
- Act in the absence of both the Chief Deputy City Clerk and the City Clerk; perform all statutory duties of the City Clerk found in the Government Code of the State of California and the City of Colton’s Municipal Code.
- Provide staff assistance and technical support to the City Clerk, office staff, and other departments.
- Attend and participate in organizational and community meetings as necessary.
- Respond to and resolve community and organizational inquiries and complaints.
- Prepare and present staff reports and other necessary documents or correspondence to appropriate boards, groups and/or committees.
- Perform all duties within the context of the City’s Mission Statement and Organizational Values.
- Maintain prompt and regular attendance.
TRAINING AND EXPERIENCE:
A typical way to obtain this knowledge and abilities would be:
Education:High School Diploma or G.E.D. required. Some college work courses is desirable.
AND
Experience:Three (3) years of increasingly responsible clerical experience in a government agency, preferably in supporting City Council and/or City Clerk’s Offices with knowledge of municipal practices, procedures, and operations within a City Clerk’s Office.
SPECIAL REQUIREMENTS:
- A valid California Class C Driver's License and acceptable driving record at time of appointment and throughout employment in the position is required.
- Possession of a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC), or ability to obtain a CMC designation within 2 years of appointment.
- Possession of appointment as a Notary Public 90 days after appointment.
Knowledge of:
City government activities and the responsibilities of a City Clerk’s office. Principles and practices of budget administration. Operations and standard operating procedures of a City Clerk's Office. Applicable Federal, State, and local laws, codes and regulations. Occupational hazards and standard safety practices. Modern office methods and procedures including use of computer and applicable software. Methods and techniques for record keeping. English grammar, punctuation and spelling. Principles of records management.
Ability to:
Plan, organize and direct the work of subordinate staff. Select and supervise subordinate staff. Courteously respond to community issues, concerns and needs. Analyze a complex issue, develop, and implement an appropriate response. Assist in the preparation and administration of a municipal budget. Maintain complex records. Analyze and evaluate new and existing service delivery methods and standard operating procedures. Make adjustments to standard operating procedures as is appropriate. Learn, interpret and apply applicable laws, codes and regulations. Work independently. Respond to issues and concerns from the community. Accurately maintain complex records, summarize written materials, and interpret a variety of documents, contracts, and ordinances. Understand and follow verbal and written directions. Take City Council and Committee meeting minutes accurately and summarize actions. Establish and maintain effective working relationships with City departments, citizen groups, the media and the public.
