Deputy City Clerk

City of El Segundo•El Segundo, CA

2d•Onsite

About The Position

Under general direction, performs a variety of highly responsible administrative support duties for the City Clerk's office requiring the application of specialized technical and administrative knowledge, initiative, and independent judgment. Receives general supervision from the Assistant City Clerk. May provide technical direction to administrative, and support staff.

Requirements

Knowledge of English grammar, punctuation, and spelling.
Knowledge of modern Office methods, procedures, software, and equipment.
Knowledge of principles and practices of records management.
Knowledge of relevant organization and procedures of City government and municipal organization.
Knowledge of laws, regulations, systems, and procedures associated with the development, maintenance, and disposition of public records.
Knowledge of optical imaging storage and retrieval systems.
Skill in performing varied office and administrative functions in the legal development, maintenance, and disposition of public records.
Skill in synthesizing information into summary form and detailing follow-up requirements.
Skill in application of advanced methods of document storage and retrieval.
Skill in managing projects, activities, and programs.
Skill in using personal computers and office related software.
Skill in conducting research and analysis and preparing clear, concise, and comprehensive reports.
Skill in understanding and applying complex regulations, procedures, and guidelines.
Skill in communicating clearly and concisely, both in orally and in writing.
Skill in following directions from a supervisor.
Skill in appearing for work on time.
Skill in following direction from a supervisor.
Skill in understanding and following posted work rules and procedures.
Skill in accepting constructive criticism.
Skill in working under pressure, handling significant problems and tasks that arise simultaneously and/or unexpectedly.
Skill in establishing and maintaining effective working relationships with staff, other City employees and the public.
Four (4) years increasingly responsible administrative support experience, preferably in a City Clerk’s office, is required.
Graduation from high school or GED supplemented by college level coursework.
Valid and appropriate California driver's license and acceptable driving record are required.
Commission as a Notary Public in the State of California within six (6) months of appointment is required.

Nice To Haves

A certificate from the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is desirable.

Responsibilities

Assists in managing the City's compliance responsibilities for appropriate establishment, maintenance, and disposition of official City records, action of governing bodies, municipal ordinances, resolutions, City code and other official documents.
Prepares, distributes, and posts agenda packets and minutes; may be required to attend City Council and other meetings.
Oversees in maintaining the Municipal Code.
Oversees the receiving and processing of claims for damages, and summons and complaints against the City, and accepts service on behalf of the City in court actions.
Assists with election activities.
Maintains candidate lists for Commissions, Committees, and Boards; administers oaths, affirmations, and acknowledgements.
Reviews agreements and contracts for completeness and works closely with Risk Management to ensure compliance with insurance requirements.
Assists in conducting bid openings for City projects and opens bids according to federal, state, and municipal law.
Provides administrative support for municipal elections and maintains Fair Political Practices Commission Conflict of Interest filings.
Assists in scanning and indexing records for storage and retrieval of information related to document imaging system utilizing research and retrieval methods.
Assists in training City staff on the use of document imaging systems and research and retrieval methods.
Assists in processing requests for research on a variety of issues regarding City policies, procedures, ordinances, etc.; provides information to the public and staff requiring a working knowledge of department programs and operations.
Works in conjunction with the City Attorney’s office and the City Clerk as needed, and independently responds to public records requests from the public by letter, telephone and in-person regarding City Council action and records.
Research information for public and City staff when needed.
Regularly and predictably attends work.
Performs related duties as assigned.