Deputy City Clerk

City of Temple City•Temple City, CA

About The Position

Under general direction, the Deputy City Clerk performs responsible administrative duties in support of the City Clerk’s Office. The role assists with City Council agendas and official records, public records requests, elections, insurance documentation for approved contracts, and other office operations. The Deputy City Clerk assumes responsibility for administering the department when the City Clerk is absent. The position requires knowledge of City Clerk’s Office operations, public meeting and records requirements, election laws, municipal records management, office procedures, and applicable laws and regulations. The successful candidate can perform complex administrative work, maintain detailed records, communicate effectively, and work independently. A high school education or equivalent and three years of administrative support or related experience, including some experience closely related to the City Clerk’s Office, are required. A valid California Class C driver’s license, California Licensed Notary certificate, and Certified Municipal Clerk certification are also required. Municipal experience is preferred. The job involves sitting for up to four hours at a time, seeing, climbing a footstool or ladder to retrieve stored records, and traveling between locations while conducting business. Applicants are asked to submit a resume with their online application. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Requirements

Equivalent to completion of high school.
Three years of administrative support or related experience, including some experience closely related to the functions and duties of a City Clerk’s Office.
Valid Class C motor vehicle operator’s license from the State of California.
Valid certificate as a California Licensed Notary.
Certification as a Certified Municipal Clerk.
Knowledge of City Clerk’s Office operations, public meeting agenda preparation and notification, recording and transcribing meeting minutes, English usage, modern office procedures, business correspondence, and report preparation.
Knowledge of applicable federal, state, and local laws, codes, and regulations, including requirements for open meetings, public records, elections, boards and commissions, and municipal records management.
Ability to perform complex administrative duties, analyze situations, organize and maintain records, interpret and apply applicable requirements, prepare reports, follow instructions, use office equipment and software, adapt to new technologies, work independently, communicate clearly, and maintain effective working relationships.
Ability to sit for up to four hours at a time, see, climb a footstool or ladder to retrieve records, and get between locations while conducting business.

Nice To Haves

Municipal experience is preferred.

Responsibilities

Participate in preparing, assembling, and distributing agenda packets.
Record and maintain the legislative history of City Council actions.
Assist with maintaining official City documents using the records retention schedule and filing index.
Assist with Municipal Code maintenance.
Ensure certificates of insurance for City Council-approved contracts are current.
Process financial documents, including invoices and purchase orders.
Process and issue street banner permit applications and coordinate with assigned departments.
Respond to public and staff inquiries requesting public records.
Assist with publishing and mailing official notices.
Assist with elections and submission of Fair Political Practices Commission filings.
Assist with distribution and coordination of responses to email and receipt of facsimiles.
Assist with updating government cable TV channel and department website information, including publication of City Council meetings.
Assist with recording official City records and preparing proclamations, commendations, memoriam, and certificates of recognition with the City Council.
Assist with complex City Council records and archives, ensuring records are complete, accurate, and trustworthy, and maintain research indexes for locating and retrieving records.
Perform the City Clerk’s duties in the City Clerk’s absence.
Assist in planning, organizing, and directing City Clerk’s Office functions and the City’s records management program.
Evaluate and develop improvements to operations, procedures, policies, or methods.
Interpret, explain, and apply applicable laws, regulations, policies, and procedures.
Prepare clear and concise reports and perform administrative detail work.
Ensure City Clerk business documents comply with office standards and guidelines.
Maintain complex automated and manual files and records.
Operate office equipment, including computers and word processing and spreadsheet applications.
Work independently in the absence of supervision and establish effective working relationships with people contacted in the course of work.