Senior Deputy City Clerk (Promotional)

City of Montebello•Montebello, CA

2d•Onsite

About The Position

Under the general direction of the Director of City Clerk Services, performs responsible complex administrative duties; manages and coordinates public records requests; assists with records management, municipal elections, City Council meeting functions, legislative records, and other statutory and administrative functions of the City Clerk’s Office; provides lead direction to assigned staff; performs related duties as required. The Senior Deputy City Clerk is the senior-level classification within the City Clerk’s Office below the Director of City Clerk Services. Under general supervision, performs a variety of highly responsible and complex administrative and technical duties, including managing public records requests and assisting with records management, municipal elections, City Council and Commission agenda processes, legal filings, and official City records.

Requirements

At least (3) three years of increasingly responsible experience in a City Clerk's Office or in a similar government setting which included coordinating a comprehensive records management program involving the maintenance, retention and disposition of a wide variety of records.
Possession of a valid Class C California Driver's License is required.
Must obtain a valid Notary Public License within (6) months of employment.
Provide directions and, in the Director’s absence, supervise the work of assigned staff, including coordinating, assigning, monitoring, and reviewing work.
Assist with training and guidance of staff, interns, and volunteers.
Interpret, apply, and explain general administrative and departmental policies and procedures, applicable federal, state, and local laws, codes, and regulations.
Implement and adhere to City and department rules, regulations, and policies that govern assigned services and operations.
Analyze, identify, and correct problems in records management.
Design and develop accurate record-keeping systems.
Deal constructively with conflict and develop effective resolutions.
Manage multiple tasks, as well as determine priorities and adjust work schedule accordingly.
Respond tactfully, clearly, concisely, and appropriately to inquiries from coworkers, management, other City employees, public officials, representatives from other agencies, and the general public.
Establish and maintain effective working relationships with subordinates, coworkers, management, other city employees, public officials, employees from other agencies, and the general public.
Communicate effectively with, and respond to, a demanding and diverse public in answering questions, policies, and handling complaints.
Maintain a friendly and pleasant attitude and deal tactfully, politely and effectively with Council members, Commissioners, senior staff, employees, retirees and the general public.
Act independently, follow through to ensure accuracy, exercise sound judgment within established guidelines and maintain confidentiality.
Compose, compile and maintain correspondence, special studies, statistical analysis, and prepare and edit reports.
Plan and organize information in a manner that facilitates understanding by employees and the public.
Communicate effectively both orally and in writing and carry out complex oral and written instructions.
Operate office equipment including computers and supporting word processing, spreadsheet, database applications, and specialized programs related to department operations.
Lift and carry moderate to heavy objects.
Learn and utilize new skills and information to improve job performance and efficiency.

Nice To Haves

Graduation from a college or university with the equivalent of an Associate’s Degree or higher in Public Administration, Business Administration, Political Science, Liberal Studies, or a related field is desirable.
Designation as a Certified Municipal Clerk (CMC) and/or Certified Records Manager (CRM) is highly desirable.

Responsibilities

Assists the Director of City Clerk Services with the daily operations and administration of the City Clerk’s office.
Manages and coordinates the processing of public records requests in accordance with the California Public Records Act and established City policies and procedures.
Assists with the administration and coordination of municipal elections and election-related activities in accordance with applicable federal, state, and local requirements.
Assists with City Council meeting preparation and supervises, trains, assigns, and reviews the work of staff, interns, and volunteers.
In the absence of the Director of City Clerk Services, provides day-to-day supervision of staff and assumes responsibility for the continued operation of City Clerk Services.
Researches, analyzes, compiles, prepares, processes, and authorizes a wide variety of correspondence, documents, records, forms, memorandums, reports, manuals, and other materials, including those of a confidential nature.
Conducts complex analytical studies; recommends and administers policies and procedures; performs and compiles analysis of legislative laws pertaining to municipal elections and laws; administers municipal elections.
Assists in maintaining the Municipal Code; coordinates and oversees bid openings and commission application process and records.
Assists in attending and taking accurate minutes at City Council meetings; administers and enforces federal, state, and local laws pertaining to the Brown Act, Public Records Act, elections, and legal publication requirements of certain notices and advisements.
Assists with filing officer duties for economic interest and political campaign statements for the State of California; oversees the retention, maintenance, and retrieval of a comprehensive records management system.
Performs related duties as required.