DEPUTY CITY CLERK

City of Imperial Beach • Full-time • Imperial Beach, CA • $6.18k - $8.28k / month • 3d ago

One (1) full-time position; position open until filled.

This recruitment is open until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit their applications as soon as possible. The first application review period will be the week of December 16th - December 20, 2024. If a sufficient amount of qualified applications are received, we expect to hold interviews on January 9th 2024. All applicants will receive notices via e-mail.

THE DEPARTMENT:
The City Clerk’s Department is the link that connects the residents of Imperial Beach to their government. The City Clerk is responsible for directing, planning, organizing, processing, and maintaining all official City documents and records inclusive of all City Agendas, Minutes, Resolutions, Ordinances, Public Records Requests, recorded documents, contracts, agreements, as well as numerous other documents.

The City Clerk oversees the citywide centralized Records Management Program, including storage and retrieval, and is responsible for the codification of the Imperial Beach Municipal Code. The City Clerk is responsible for the meeting administration of all City Council, Redevelopment Agency Successor Agency, and City Boards & Commissions meetings which includes agenda preparation, posting, legal advertising, recording and maintenance of legislative and other actions, and production of meeting minutes.

Additionally, the City Clerk is the Elections Official for the City and is responsible to direct and participate in the conduct of municipal elections. The City Clerk is also designated as the City’s Filing Officer for the State Fair Political Practices Commission, processes Statements of Economic Interest and administers the City’s Conflict of Interest Code to designated employees.

The City Clerk’s Department performs a variety of professional and administrative duties in accordance with the California Elections Code, the Political Reform Act, California Public Records Act, and the City’s Municipal Code.

THE IDEAL CANDIDATE

The ideal candidate is committed to public service and will be knowledgeable in applicable laws and regulations, such as the Brown Act, Public Records Act, Political Reform Act, California Election Code, and other related laws and regulations. The individual will have experience working in a fast-paced environment which requires attention to detail, accuracy, and the ability to prioritize multiple assignments, with a focus on internal and external customer service.

The ideal candidate is an effective leader and a great team member. The ideal candidate will have strong communication and interpersonal skills to enable building and maintaining effective working relationships with members of the City staff, elected officials, members of the public, and other stakeholders. Candidates who have the ability to communicate across wide-ranging audiences with a positive attitude, and can envision new ways to improve and enhance services and processes, will be successful in this role.

GENERAL PURPOSE

Under general direction, assist the City Clerk in carrying out the programs and activities of the City Clerk’s Department and serve as City Clerk in the absence of the City Clerk or Assistant City Clerk as directed. Assist in the preparation of agendas, minutes and related documents. Responsible for the preparation, storage and retrieval of official City documents. Maintain records management system. Assist with maintaining the Imperial Beach Municipal Code. Respond to Public Records Act requests, and perform related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receive general supervision from the City Clerk. May supervise Interns, temporary and volunteer staff.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assist in the daily operations of the City Clerk’s Office.
Assist in the preparation, assembly and distribution of City Council agenda packets.
Attend City Council, board and commission meetings as required.
Assist in the administration of municipal and special elections.
Assist with maintaining municipal code.
Attend and takes minutes for meetings when needed.
Transcribe from digitally record meetings, the minutes and actions when needed.
Maintain the City’s Records Management Program, including development, distribution, filing and archiving of all official City documents, coordinating the storage, archiving and destruction of records, and indexes documents for ease of retrieval, and cross-referencing.
Assist with manuals, forms, and procedural handbooks and presentations on candidate fillings, campaign and economic interest disclosure filings, citizen initiatives and ballot measures, recalls, referenda, and other matters related to elections and other departmental functions as required.
Participate in the development and administration of assigned budget; monitor and approve invoices and expenditures; recommend adjustments as necessary.
Participate in development of training materials and assists in organization-wide training sessions on records management related topics.
May train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
Maintain and process contract files, resolutions, ordinances, public notices, including handling of confidential information.
Coordinate the retrieval of records to respond to Public Records Act requests.
Assist the public and City employees by providing information and research relating to the City's documents.
Respond to requests for research and information from the City Council, City staff, and the public including those regarding City codes, ordinances, and established policies and procedures.
Read, interpret and apply rules and directions related to State and Federal election law, the Political Reform Act, the Maddy Act, the Brown Act, Public Records Act and local laws, regulations, policies, and procedures.
Proofread typed materials for grammatical and procedural accuracy.
Assist the City Clerk in the planning and conducting of municipal elections and other legal requirements of the department.
Attend and participate in professional group meetings; stay abreast of new trends, innovations, and laws in the fields of records management, elections, and in the profession of City Clerk.
Assist with processing Fair Political Practices Commission (FPPC) filings.
Update the City Clerk's web page including agendas, minutes, committees, and voter and election information.
Prepare post and distribute legal notices.
Serve in the absence of the City Clerk or Assistant City Clerk.
Provide information and organize material in conformance with policies and legal requirements.
Interpret a variety of public documents including contracts and ordinances.
Prepare official minutes, resolutions, and ordinances.
Prepare clear and concise reports.
Compose correspondence independently.
Perform technical administrative work involving the use of independent judgment and personal initiative.
Evaluate and develop improvements in operations, procedures, policies and methods.

DESIRED MINIMUM QUALIFICATIONS
To perform a job in this classification, an individual must be able to perform the essential duties as generally described in this specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in this specification. The requirements listed below are representative of the knowledge, skills and/or abilities required.

Knowledge of:

Legal requirements of a City Clerk’s Office.
City ordinances and laws, governmental organization, rules and regulations.
Principles and practices of municipal government administration.
Applicable federal, state and municipal election laws.
The Brown Act.
The Public Records Act.
Fair Political Reform Act reporting requirements.
Operational characteristics, services, and activities of a City Clerk's Office including a records management program.
Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records.
Principles and practices used in the development of records retention schedules.
Modern office procedures, methods, and equipment including computers and supporting software applications.
English usage, spelling, grammar, syntax, punctuation, and business math.
Principles and practices used in the development of business correspondence.
Principles of customer service.

Ability to:

Compose correspondence independently.
Perform technical administrative work involving the use of independent judgment and personal initiative.
Evaluate and develop improvements in operations, procedures, policies and methods.
Participate in the retention and destruction of official records in accordance with applicable laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Meet and deal tactfully and effectively with the public.
Attend evening meetings.
Participate in planning, organizing, and directing the functions and services of the City Clerk's Office.
Manage and administer an efficient records management program and system.
Participate in the development and administration of goals, objectives, and procedures for the City Clerk's Office.
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Provide information and organize material in conformance with laws, regulations, legal requirements and policies.
Stay abreast of new technologies used to automate systems.
Prepare clear and concise administrative reports.
Prepare official minutes, resolutions and ordinances.
Propose actions and implement recommendations in support of goals.
Interpret, explain, and apply applicable Federal, State, and local laws, codes, regulations, policies, and procedures.
Interpret a variety of public documents including contracts and ordinances.
Interpret and apply federal, state, and local policies, laws, and regulations.
Perform a wide variety of administrative duties independent of direct supervision.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work including but not limited to fellow employees, members of boards, commissions, elected officials, representatives of other agencies and the public.

Any combination equivalent to education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Education:

An Associate’s degree from an accredited college with major coursework in Public Administration, Business Administration, Political Science, or other closely related field. A BA (Bachelor of Arts) or BS (Bachelor of Science) degree from an accredited college or university with major coursework in Public Administration, Business Administration, Political Science, or other closely related field is highly desirable.

Experience:

Five (5) years of experience in a full range of administrative functions, including public contract and records management, and considerable experience in administrative and technical duties related to the work of a City Clerk’s Office. Or, two (2) years of municipal experience as an Administrative Clerk, Administrative Assistant, Secretary, or Senior Records Clerk, where the applicant has the skills and knowledge necessary to perform the duties of the position.

Licensing & Certificates:

Possession of the following certificates and licensing:

A valid Class “C” California Driver’s License is required at the time of hire and the ability to maintain throughout the course of employment.
Certification as a Municipal Clerk or Master Municipal Clerk is highly desirable. If not possessed at the time of hire, then the ability to commence the process within twelve (12) months of employment.
Notary Public Certification. If not possessed at the time of hire, then the ability to commence and complete the process within twelve (12) months of employment.

Applicants must successfully complete the following processes prior to starting employment: