Administrative Analyst/Deputy City Clerk

City of Tulare•Tulare, CA

3d•Onsite

About The Position

The Administrative Analyst / Deputy City Clerk is a vital link between elected officials, city departments, and the public, ensuring the smooth operation of democratic processes. This role involves coordinating City Council agendas, managing board appointments, administering municipal elections, and upholding the Public Records Act. The City of Tulare is a full-service Charter City with approximately 400 full-time employees, offering a supportive environment where employees take pride in their work and community, with opportunities for professional growth, innovation, and making a positive impact. The ideal candidate is a meticulous, legally savvy analyst who values discretion, operates with flawless professionalism, and is dedicated to ensuring local government remains open, accessible, and accountable.

Requirements

Graduation from an accredited four-year college or university with a bachelor's degree in Public Administration, Business Administration, Political Science, Organizational Leadership, or a closely related field, and four (4) years of progressively responsible professional administrative, analytical, or legislative support experience involving project coordination, records management, agenda administration, public records administration, policy interpretation, contract administration, or executive support.
In lieu of the required bachelor’s degree, four (4) years of additional progressively responsible high-level professional, administrative, analytical or legislative support may substitute for the degree (8 years total experience required).
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
Possession of, or ability to obtain, within six (6) months of appointment, certification as Notary Public.
Knowledge of principles and practices of public administration, municipal government operations, legislative administration, and executive support.
Knowledge of applicable federal, state, and local laws, policies, procedures, and regulations governing assigned programs, including the Ralph M. Brown Act, California Public Records Act, Political Reform Act, records retention requirements, and municipal election laws.
Knowledge of principles and practices of legislative administration, including agenda preparation, meeting administration, official recordkeeping, and follow-up of legislative actions.
Knowledge of principles and practices of records and information management, including legal requirements for retention, storage, imaging, destruction, and disclosure of public records.
Knowledge of principles and practices of contract administration and public procurement processes.
Knowledge of research methods, analytical techniques, and report preparation.
Knowledge of project management principles and methods.
Knowledge of budget preparation, monitoring, and basic financial administration.
Knowledge of standard office administrative practices and procedures, including records management and confidential executive support.
Knowledge of applicable software programs including Microsoft Office Suite, database and records management systems, agenda management software, and presentation software.
Knowledge of English usage, grammar, spelling, vocabulary, punctuation, and business writing.
Knowledge of techniques for interpreting and applying laws, regulations, policies, and administrative procedures.
Knowledge of principles of customer service and effective public relations.
Knowledge of techniques for establishing and maintaining effective working relationships with elected officials, executive management, department staff, outside agencies, and the public.
Knowledge of principles and practices of organizational effectiveness, process evaluation, and continuous improvement.
Ability to maintain a flexible work schedule, including evenings and weekends, based on the operational needs of the City Manager’s Office and City Clerk’s Office.
Ability to coordinate and prepare meeting agendas, minutes, resolutions, ordinances, contracts, and other legislative and administrative documents with a high degree of accuracy and attention to detail.
Ability to perform complex, confidential, analytical, and administrative work requiring the exercise of independent judgment, tact, discretion, diplomacy, and professionalism.
Ability to respond to and effectively prioritize multiple phone calls, visitors, electronic communications, and other requests while maintaining a high level of customer service.
Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Ability to evaluate administrative operations, procedures, and business processes; develop and implement recommendations to improve efficiency, effectiveness, compliance, and customer service.
Ability to conduct research; analyze information; develop recommendations; and prepare clear, concise and accurate reports, correspondence, policies, procedures, and other written materials.
Ability to interpret, explain, and ensure compliance with City policies and procedures, complex laws, codes, regulations, and ordinances.
Ability to independently compose professional correspondence, reports, presentations, and other administrative documents requiring interpretation of policies, procedures, laws, and regulations.
Ability to type with accuracy and speed sufficient to ensure successful work performance.
Ability to operate modern office equipment including computer equipment and software programs.
Ability to communicate effectively and professionally, both orally and in writing, with elected officials, executive management, employees, outside agencies, and members of the public.
Ability to organize, prioritize, coordinate, and manage multiple projects and assignments independently while meeting critical deadlines and adapting to changing priorities.
Ability to establish and maintain effective working relationships with elected officials, executive management, employees, outside agencies, and members of the public.
Ability to manage executive calendars, schedules, meetings, travel arrangements, and confidential administrative activities with a high degree of organization and discretion.
Ability to assist in developing, implementing, evaluating, and improving administrative policies, procedures, and operational practices.

Nice To Haves

Municipal experience is highly desirable.

Responsibilities

Manage the City Manager’s priority schedule, coordinate high-level logistics for elected officials, and conduct research studies to back executive decisions.
Lead the quality control and publication of City Council and Board of Public Utilities agendas, attend official meetings, and draft critical legislative documents like resolutions and ordinances.
Coordinate municipal election activities, manage candidate filings, ensure FPPC compliance, and oversee the recruitment and tracking for City boards and commissions.
Champion the City’s Records and Information Management Program, navigate Public Records Act compliance, and lead continuous improvement in digitization.
Route and administer complex contracts, manage citywide procurement activities, and help spearhead special operational initiatives.
Perform advanced analytical, technical, confidential, and administrative support to the City Manager’s Office and City Clerk’s Office.
Coordinate routine and complex assignments, projects, meetings, schedules, and operational activities involving City departments, elected officials, outside agencies, and the public.
Manage the City Manager’s calendar and schedule, coordinate meetings, appointments, conferences, events, travel and related logistics for the City Manager, elected officials and other authorized personnel; evaluate scheduling priorities, resolve conflicts, and communicate with elected officials, executive staff, department heads, outside agencies, community organizations, and members of the public.
Coordinate departmental and Citywide projects, studies, operational initiatives, special assignments, procurement activities, grant applications and administration, and the preparation, routing, execution, tracking and administration of contracts, agreements, and related documents.
Prepare, review, edit and distribute administrative reports, agenda reports, resolutions, ordinances, legal notices, questionnaires and other documents requiring a high degree of accuracy and compliance with established procedures.
Receive and screen visitors, telephone calls; and inquiries; provide information and assistance to City staff, elected and appointed officials, outside agencies, and the public, interpret policies, rules, procedures, ordinances, and regulations and exercise sound independent judgment in responding to requests.
Coordinate the preparation, review, quality control, publication, and legislative processing of City Council and Board of Public Utilities Commissioners meeting agendas and supporting materials; serve as liaison with City departments regarding agenda deadlines and legislative requirements.
Coordinate official meetings of the City Council, Board of Public Utilities Commissioners, and other assigned bodies, including meeting logistics, agendas, minutes, legislative actions, official records and follow-up activities to implement official actions.
Coordinate municipal election activities including candidate filing processes, election resolutions, campaign disclosure administration, coordination with the County Registrar of Voters, Fair Political Practices Commission (FPPC) filing notifications and compliance monitoring, and related statutory requirements.
Administer the City's boards, commissions, and committees, including recruitment, appointments, meeting coordination, member term tracking, and maintenance of official records.
Conduct administrative, operational and organizational studies; research best practices; analyze data; develop recommendations; prepare statistical analyses, reports, summaries, charts, graphs, presentations and other materials to support executive decision making.
Coordinate the City's Records and Information Management Program, including records retention, destruction, imaging, digitization, Public Records Act requests, compliance with applicable laws and retention schedules, and continuous improvement of records management practices.
Assist in developing informational materials, publications, presentations, website content, and community outreach materials in support of departmental initiatives.
Present information and recommendations to City Council, boards, commissions, committees, management, staff, and community groups as assigned.
Provide notary services and certification on City documents.
Perform other duties as assigned.