Deputy City Clerk

City of Tracy•Tracy, CA

About The Position

Under general supervision, the Deputy City Clerk provides administrative and program support to the City Clerk’s Office, including preparing City Council agendas, minutes, actions, ordinances, and resolutions; maintaining official documents and records; supporting municipal elections; and overseeing day-to-day office activities and services. The role provides complex, specialized, and confidential administrative support to management and other City departments, coordinates activities across departments, and acts for the City Clerk on a relief basis when both the Assistant City Clerk and City Clerk are absent. This single-position classification is responsible for the administration and daily operations of City Clerk functions under the direction of a higher-level supervisor or manager. The work includes records management, agenda preparation, filings, election support, and coordination with City departments. The position requires a broad understanding of City functions and the ability to relieve the Assistant City Clerk of day-to-day administrative and coordination duties. The position receives general supervision and does not directly supervise staff. City employees are Disaster Service Workers and may be assigned emergency-response duties at different locations, times, and conditions from their normal work assignments. Before hire, candidates must successfully complete a pre-employment process, which may include reference checks and DOJ/FBI fingerprinting.

Requirements

Equivalent to completion of the twelfth grade.
Three years of increasingly responsible secretarial or administrative experience in a municipal government agency.
Knowledge of public-agency recordkeeping and City Clerk functions, including records management and legal requirements for recording, retention, storage, and disclosure.
Knowledge of public-agency organization and functions, including the role of an elected City Council and appointed boards and commissions.
Knowledge of applicable laws, regulations, ordinances, and policies relevant to the work, including the Public Records Act, Freedom of Information Act, Brown Act, FPPC procedures, and election laws and procedures.
Knowledge of public documents, including contracts and ordinances; municipal election processes; business writing; customer-service techniques; English grammar and composition; and modern business equipment, communication tools, computers, and software.
Ability to recommend and implement service goals, objectives, and practices; evaluate and improve operations and procedures; and participate in department budget preparation and expenditure and revenue monitoring.
Ability to maintain confidentiality and discretion, interpret and apply applicable laws and policies, and develop and coordinate a legally compliant records management program.
Ability to prepare official minutes, resolutions, and ordinances; compose correspondence and reports; research, analyze, and summarize data; and produce accurate written reports.
Ability to organize work independently, set priorities, meet deadlines, follow up on assignments, use computer systems and business equipment, and communicate clearly orally and in writing.
Ability to use tact, initiative, prudence, and independent judgment and to establish and maintain effective working relationships.
Possession of, or ability to obtain, a valid California Driver’s License by the time of appointment.
Possession of, or ability to obtain, Notary Public certification within one year of appointment.
May be required to complete National Incident Management System (NIMS) training.

Nice To Haves

Experience supporting a City Council, board, commission, or other body involving agenda development, minute preparation, official-record maintenance, and frequent public contact.
Specialized training or college-level coursework in Public or Business Administration.
Possession of, or ability to obtain, Certified Municipal Clerk certification.

Responsibilities

Assist with overseeing and performing day-to-day City Clerk’s Office operations, maintaining administrative files and official documents, and performing mandated City Clerk duties when both the Assistant City Clerk and City Clerk are absent.
Monitor assigned programs, recommend operational improvements, and prepare reports on activities and operations.
Assist with planning and implementing the City records management program; establish and ensure compliance with retention schedules; and develop and update records retention policies and procedures.
Maintain the City-wide Automated Records Management System (ARMS), coordinating departmental use, training, and troubleshooting.
Ensure compliance with the Public Records Act, Freedom of Information Act, and Brown Act; review and monitor legal records requests and uphold public inspection rights.
Assist with City Council agenda preparation and distribution, attend meetings, prepare minutes, and prepare approved resolutions, ordinances, and minutes for archiving.
Oversee preparation, receipt, review, and processing of reports and records, and participate in processing passport applications.
Help the public and City staff identify records responsive to requests, ensure timely responses, communicate about delays, and justify nondisclosure or ensure removal of exempt material as appropriate.
Perform records-management work, including assigning record codes, imaging or filing, storing, and destroying City records.
Assist in planning and conducting municipal elections and participate in election events.
Organize, administer, maintain, and monitor required FPPC filings and campaign disclosure statements.
Administer campaign-statement filing procedures; distribute forms and monitor Statements of Economic Interests; and maintain the list of designated employees under the City Conflict of Interest Code.
Oversee legal codification of the Municipal Code Book and proofread codes when requested.
Notarize official documents, administer oaths of office, and prepare the department disaster plan.
Coordinate and integrate program services and activities with other agencies and City departments.
Monitor regulatory and technology changes that may affect operations and implement approved policy and procedural changes.
Receive, investigate, and respond professionally to difficult or sensitive problems and inquiries; research information, report findings, and take corrective action.
Perform other related duties as assigned.