Deputy City Clerk

City of Sacramento•Sacramento, CA

3d•Onsite

About The Position

This position is 100% in-office and offers either a 4/10 schedule (Monday through Thursday, anticipated hours of 9:00 a.m. to 7:30 p.m.) or a 5/8 schedule (Monday through Friday, anticipated hours of 11:00 a.m. to 7:30 p.m.). Start and end times may be adjusted based on the operational needs of the City Clerk's Office, including attendance at evening City Council and Commission meetings. The Deputy City Clerk serves as the Clerk for assigned Commission meetings and will be required to work overtime as needed. The ideal candidate is an organized, detail-oriented administrative professional with excellent customer service skills and the ability to manage multiple priorities in a fast-paced, deadline-driven environment. They are accurate, dependable, and take pride in producing high-quality work while maintaining confidentiality, professionalism, and a commitment to transparency in local government. The ideal candidate will have strong administrative and organizational skills and is comfortable preparing agendas, proofreading documents, maintaining official records, responding to public records requests, processing contracts, and coordinating a variety of legislative and administrative activities. They communicate effectively, work well both independently and as part of a team, and exercise sound judgment in supporting the City Council, commissions, City staff, and the public. Under general supervision, the Deputy City Clerk performs a wide variety of difficult, complex, and specialized clerical and administrative duties in the City Clerk’s Office; assists the public and other City departments; prepares City Council agenda and chamber; assembles bid materials and processes contracts; provides notary services.

Requirements

English usage, spelling, grammar, and punctuation.
Modern office methods, procedures, and equipment.
Principles of report writing and business letter writing.
Computers and word processing applications.
Complex record keeping principles and procedures.
Basic arithmetic.
Principles of excellent customer service.
Legal requirements for various publications and hearings.
Organization, procedures, and operating details of the City Clerk’s Office and City government.
Use of computers and computer applications and software.
Managing multiple tasks and deadlines.
Communicate effectively, orally and in writing.
Work cooperatively and effectively with other departments, outside agencies, elected officials, and the general public.
Analyze situations carefully and adopt effective courses of action.
Compile and maintain complex and extensive records.
Independently compose correspondence and written reports.
Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
Type at a speed of not less than 50 net words per minute.
Interpret, translate, and apply State and local legislation.
Work independently in the absence of supervision.
Three years of increasingly responsible clerical experience, including one year of experience performing complex and difficult clerical duties comparable to those of an advanced journey-level clerical class in the City of Sacramento.

Nice To Haves

Possession of a Notary commission issued by the California Secretary of State is highly desirable.

Responsibilities

Maintains City records and files; records documents with County Recorders Office per legal requirements; retrieves and copies public records for City departments, agencies, news media, and the public; responds to questions from City departments, agencies, and the public regarding official City records and general information; refers individuals to appropriate agency or department; collects various service fees, prepares receipts, maintains and balances cash drawer; prepares revenue documents; accepts and processes claims, summons, and complaints filed against the City; explains process to claimant; notarizes documents for city officials, employees, and the general public.
Posts meeting notices and documents, prepares legal notices and newspaper ads; prepares and distributes letters and other post-meeting notifications to advise interested parties of Council action; assembles and composes wording for agenda materials for City Council packets, reviews for completeness and clarity. Proofreads agenda packets, prepares Council binders and distributes; mails agenda and synopsis to subscribers; maintains Council audio, video, and agenda files. Sets up Council chambers for meetings; removes and stores materials afterward.
Serves as Legislative Secretary at City Council meetings; takes minutes for permanent record; prepares a written synopsis of actions taken during the meetings; processes appeals to administrative decisions; notifies, prepares documents for legal authorities and City Council; notifies appellant of legal decision; maintains and updates manuals, rosters, and records, coordinates membership application and interview process, provides information to City Council regarding the activities of boards and commissions.
Assembles materials for formal City bids; advertises, accepts, and processes bids, assists with public opening; processes City Manager agreements and contracts, contract change orders, purchase order extensions, and informal contracts; completes paperwork needed to process resolutions and ordinances; independently composes correspondence related to responsibilities assigned; assists in developing and writing office procedure manual.
Performs general clerical work, including filing, scheduling, processing purchase orders and payment vouchers and mail; operates word processor and other office machines and equipment.
Performs other or related duties as assigned.