Deputy City Clerk

City of Montclair•Montclair, CA

1d•Onsite

About The Position

Under direction of the City Clerk, assists with operations of the City Clerk’s Office, City Manager’s Office, and Administrative Services Department; performs duties related to the citywide Records Management Program; and performs a wide variety of complex administrative and clerical duties in the City Clerk’s Office and Administrative Services Department. Performs certain official duties on behalf of the City Clerk in their absence.

Requirements

Knowledge of pertinent federal, state, and local laws, codes, and regulations for transparency in public agencies such as the Brown Act, Public Records Act, and Political Reform Act.
Knowledge of organization and functions of municipal government, and the legal responsibilities of city clerks in the state of California.
Knowledge of good recordkeeping principles, procedures, and practices.
Knowledge of professional writing techniques with proper use of English including spelling, punctuation, and grammar.
Knowledge of computers and Microsoft Office applications, including Word, Outlook, and Excel.
Ability to adapt to a high-volume, fast-paced working atmosphere.
Ability to exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision.
Ability to work independently to meet deadlines.
Ability to establish and maintain positive, cooperative, and effective working relationships with coworkers, elected and appointed officials, and the public.
Ability to collaborate effectively with staff in other departments.
Ability to handle sensitive situations with tact and discretion.
Ability to understand and follow verbal and written direction, and communicate in a clear and concise manner in English, both verbally and in writing.
Ability to communicate effectively and respectfully with staff, officials, and the public, both in-person and on the telephone, while providing excellent customer service.
Ability to interpret and apply City policies and procedures.
Ability to research information about federal, state, and local laws.
Ability to research and write clear and factual reports.
Ability to take detailed written notes during meetings.
Ability to operate standard office equipment, a personal computer, and relevant software in a Windows operating system environment.
Proficiently utilize common software applications, including Microsoft Office, and specialized applications, such as Laserfiche and Next Request.
Ability to assist with organization, maintenance, supervision, and implementation of the City’s Records Management Program consisting of complex paper and electronic filing systems, retention schedules, and archival procedures.
Ability to assist in planning and administering municipal elections.
Ability to perform simple math such as addition, subtraction, multiplication and division.
Typing Speed: 45 net words per minute.
A high school diploma or GED is required.
Possession of a valid California driver’s license and proof of insurability is required.
Ability to lift, carry, push, and pull materials and objects up to 50 pounds.
A current and active commission as a California Notary Public, or the ability to obtain such within six months of hire, is required.

Nice To Haves

Bachelor’s Degree in English, Public Administration, Political Science, or other relevant field, or in the process for completion of such a degree within one year of hire.
Completion of at least one session of the Technical Training for Clerks (TTC) or Nuts and Bolts seminars offered by the California Municipal Clerks Association (CMCA), or completion of several single-topic educational seminars offered by CMCA, the International Institute for Municipal Clerks (IIMC), or a similar organization.
At least three years working for a City, District, or County Clerk’s Office.
At least five years performing complex administrative duties, customer service, and public relations for a government or nonprofit agency.
Direct experience working with elected officials or a board of directors performing functions related to the conduct of meetings such as preparing and posting related agendas and notices and composing minutes; managing paper and electronic records using best practices for records management and responding to requests for public records; and assisting with the conduct of elections.
Holding a Certified Municipal Clerk (CMC) designation from IIMC is highly desirable.
Intermediate proficiency or fluency in Spanish is highly desirable.

Responsibilities

Operates a variety of office equipment including computers, telephones, printers, scanners, fax machines, and copiers in the performance of duties.
Performs reception duties for the offices of the City Clerk, City Manager, and City Council, and assists with reception for the Administrative Services Department.
Receives telephone calls and complaints from the public and provides direct assistance to callers, or routes or refers them to the appropriate departments, individuals, or outside agencies as necessary.
Screens calls and visitors for the City Clerk and City Council.
Books travel arrangements, schedules appointments, and organizes meeting schedules for the City Clerk, City Manager, Administrative Services Director, and City Council.
Compiles, prepares, distributes, and posts agendas and related materials and prepares minutes for meetings of the City Council and other legislative and advisory bodies of the City as directed.
Prepares routine reports related to City Clerk and Administrative Services Department matters.
Updates and maintains the citywide Records Management Program including providing training and assistance to departments with records retention schedules, coordinating the annual destruction of obsolete records, maintaining inventories and databases of records stored on- and off-site and in electronic format, and receiving, tracking, and routing Public Records Act requests.
Assists with the notification and monitoring of elected and appointed officials’ legally required training.
Accepts and maintains Fair Political Practices Commission forms filed by elected and appointed officials, employees, political committees, and candidates for public office.
Performs moderately complex research, data collection, and report preparation.
Prepares a variety of moderately complex documents, letters, and reports in draft and final form using a personal computer and word processing software.
Assists the City Clerk in the conduct of municipal elections.
Updates information and posts notices on the City’s website as needed.
Serves as Acting City Clerk when assigned.
Attends City Council, Committee, and Commission meetings as requested.
Performs related duties as required or assigned.
Performs certain official duties on behalf of the City Clerk in their absence.