Deputy City Clerk

City of Calabasas•Calabasas, CA

7d•Onsite

About The Position

Under direction of the City Clerk, the Deputy City Clerk performs advanced administrative and programmatic work supporting the City Clerk’s Office. The position prepares City Council agendas, packets, minutes, actions, ordinances, and resolutions; assists with municipal elections; maintains official records and indexing systems; ensures compliance with public-noticing requirements; responds to public information requests; and supports day-to-day office operations. The role provides technical and lead direction to assigned staff and involves complex work requiring interpretation and application of policies, procedures, and regulations, with frequent contact with the public and City Council. The position supports City Council and other public-body meetings, records management, public records requests, legal notices and publications, election administration, and filings required by the Fair Political Practices Commission. It also provides information and customer service to the public, accepts specified legal documents on behalf of the City, and contributes to office program goals and procedures. The position is based in an office environment with moderate noise, controlled temperatures, and no direct exposure to hazardous physical substances. Employees may interact with upset staff or members of the public. The work is primarily sedentary, with occasional movement and handling of materials weighing up to 10 pounds. Employees may be required to work extended hours, including evenings, weekends, and holidays, and serve as Disaster Service Workers during emergencies.

Requirements

Education equivalent to completion of twelfth grade.
Four years of increasingly responsible clerical and administrative support experience, including two years in an office serving a governing board.
Possession of a valid Notary Public commission, maintained throughout employment.
Knowledge of City Clerk’s Office functions and applicable administrative practices and procedures.
Knowledge of records management, including legal requirements for recording, retaining, storing, and disclosing records under the California Public Records Act.
Knowledge of documenting City Council meetings and actions, including resolutions and ordinances, and of public-meeting noticing practices.
Knowledge of public agency organization and the roles of elected City Councils and appointed boards and commissions.
Knowledge of applicable federal, state, and local laws, codes, and regulations, including legal noticing requirements, parliamentary procedures, the Brown Act, political reform requirements, FPPC filing and reporting requirements, and election laws.
Knowledge of City document formatting and preparation standards, safety protocols, customer-service techniques, English composition and grammar, and relevant computer software and business equipment.
Ability to provide specialized technical and administrative support to the City Clerk’s Office and develop, coordinate, and implement a legally compliant records management program.
Ability to process, file, and maintain official City records; handle confidential information discreetly; and compile and maintain complex records.
Ability to research and summarize information and prepare accurate reports and clear written materials.
Ability to interpret and apply applicable laws, codes, regulations, policies, procedures, and standards.
Ability to organize work independently, set priorities, meet critical deadlines, and follow up on assignments using appropriate computer systems and office equipment.
Ability to communicate clearly and establish and maintain effective working relationships.
Ability to work in a standard office setting, use standard office equipment, and lift, carry, push, and pull materials and objects weighing up to 10 pounds.
May be required to work extended hours, including evenings, weekends, and holidays, and serve as a Disaster Service Worker during emergencies.

Responsibilities

Assist with preparing and distributing City Council meeting agendas and packet materials, and ensure meeting information is accurately posted and noticed.
Coordinate meeting-room setup; post agendas and staff reports online; attend and participate in City Council meetings; record and transcribe minutes; and follow up on Council actions.
Perform clerking functions for boards, commissions, committees, and other public bodies, including preparing and distributing agenda materials, recording minutes, posting notices, and following up on actions.
Assist with municipal election preparation and administration, including processing candidate filings, coordinating with elections agencies, preparing notices and publications, and supporting election activities.
Research and respond to California Public Records Act requests; coordinate with departments, apply statutory exemptions, redact records, and meet deadlines.
Retain, maintain, distribute, and file City records and documents, including ordinances, resolutions, deeds, contracts, agreements, notices, minutes, and reports.
Maintain official files and records of Council proceedings and actions; process and post public notices, bulletins, recorded documents, and contracts; and prepare proclamations, commendations, ordinances, and resolutions.
Prepare and process legal notices, public-hearing notices, and other required publications; prepare adopted ordinances for codification; and coordinate to ensure accuracy and compliance with deadlines.
Assist with planning and implementing the City’s records management program and maintaining legally compliant retention schedules, policies, and procedures.
Compose, type, edit, and proofread correspondence, forms, memoranda, reports, minutes, resolutions, and other specialized documents.
Receive and screen visitors, calls, and mail; provide information about City and departmental procedures; refer members of the public to appropriate staff; and help resolve complaints and problems when appropriate.
Participate in developing and implementing office program goals, objectives, policies, and priorities; compile and analyze data; and make recommendations regarding office needs.
Accept claims, summonses, subpoenas, and appeals on behalf of the City in accordance with City procedures.
Assist with processing FPPC statements of economic interest and campaign filings; monitor required filings and disclosure statements; and maintain Form 700 statements in an automated system.
Maintain calendars, schedule conference-room use, and coordinate meetings and conferences with public officials.
Observe and comply with City and mandated safety rules, regulations, and protocols; perform other assigned duties.