Deputy City Clerk

Goleta, City of • Goleta, CA

5d • Onsite

About The Position

Under the general direction of the City Clerk, the Deputy City Clerk supports the daily operations of the City Clerk Division by supporting City Council meeting preparation, assisting with municipal elections, overseeing records retention and public records requests, and assisting in division budget management. This position will be required to work occasional evenings. The ideal candidate is a motivated, detail-oriented professional with experience in municipal government operations. The candidate has strong organizational skills and proficient computer skills and thrives in a collaborative and fast-paced environment to meet established goals and deadlines of the Division. The City Clerk’s Office is a division within the City Manager’s Office. The City Clerk’s Office team includes the City Clerk, Senior Deputy City Clerk, two (2) Deputy City Clerks, and an Office Specialist. The division is responsible for administering democratic processes including elections, access to City records, and legislative actions to ensure transparency to the public. The division also manages public records and City Council agendas, provides training and support to city boards and commissions, and ensures public access to government processes. In addition, the City Clerk's Office oversees support services functions in City Hall, including reception and administrative support, the purchase of office supplies, business services and equipment, and other citywide administrative functions.

Requirements

• Equivalent to two years of college-level coursework at an accredited college with major emphasis on public administration, business administration, or a related field.
• Two years of increasingly responsible experience in complex administrative office work involving records management activities, preferably in a City Clerk’s Office.
• Knowledge of election laws, political reform requirements, and procedures for administering municipal elections.
• Knowledge of pertinent Federal, State and local rules, regulations and ordinances.
• Knowledge of principles and practices of records management, including records retention laws.
• Knowledge of principles used in taking and preparing minutes.
• Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Ability to ensure compliance with Federal, State, and local rules, laws, and regulations.
• Ability to interpret and apply pertinent laws, rules and regulations.
• Ability to coordinate the retention/destruction of official records in accordance with applicable laws and regulations.
• Ability to research, analyze and recommend appropriate policies and procedures for the operation of a records management system.
• Ability to interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Ability to communicate clearly and concisely, both verbally and in writing.
• Ability to establish and maintain cooperative and effective working relationships with those contacted in the course of work.
• Ability to attend evening meetings.

Nice To Haves

• Possession of a valid Class “C” California driver's license and a satisfactory driving record may be required.
• Certification of a California Notary Public is desirable.

Responsibilities

• Assists with the coordination and implementation of the work plan for the City Clerk Division.
• Assists with the preparation and distribution of agenda packets and attends meetings as necessary; records and transcribes minutes of the proceedings.
• Posts agendas, staff reports and other official records on the City’s website.
• Assists with the conduct of municipal elections.
• Assists with the maintenance of the City’s Municipal Code; assists departments in the formatting of resolutions and ordinances; publishes, indexes and files ordinances and resolutions.
• Assists with the maintenance of official City records and archives including ordinances, resolutions, contracts, agreements, deeds, and minutes; certifies copies as required.
• Assists the City Clerk in fulfilling the duties of “Filing Official” and “Filing Officer” under the conflict of interest and campaign provision of the Political Reform Act.
• Coordinates the appointments to various boards and commissions.
• Monitors, maintains and updates rosters for boards and commissions.
• Coordinates the retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements.
• Administers Public Records Act requests to ensure response in a timely manner by following the state guidelines and deadlines.
• Submit legal advertising notices for publication.
• Prepares special commendations in the form of proclamations, certificates of recognition, and City tiles.
• Conducts special research projects as necessary; assists with the preparation of reports, council agendas and correspondence.
• Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department.
• Receives and processes all invoices for the City Clerk’s Office; monitors the budget.
• Assists with the coordination of the City Clerk’s Office activities with those of other departments and outside agencies and organizations.
• Provides vacation and temporary relief as required, including daily break coverage for the front office staff as needed.

Benefits

• Normal office setting with some travel to attend meetings.
• Incumbents may be exposed to noise and/or dust.
• Incumbents will be required to work extended hours including evenings.
• Incumbents may be required to travel outside City boundaries to attend meetings.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree