Deputy City Clerk

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Deputy City Clerk

City of Petaluma Petaluma, California, United States

Job Description:

Deputy City Clerk

Description

Summary/Class Characteristics


Deputy City Clerk

The City Clerk's Office plays a crucial role in ensuring the efficient and transparent functioning of the City's government. The Office's responsibilities include recording and preserving City Council actions; maintaining accurate and accessible records and keeping them safe and accessible to the public; administering elections; and providing information and support to the City Council, City staff and the public.

The Deputy City Clerk reports directly to the City Clerk, is a member of the City's Leadership Team, provides support in the daily operations of the City Clerk's Office, and performs the duties of the City Clerk in the Clerk's absence or as assigned. The Deputy City Clerk supports the administration of the statutory functions of the Office of the City Clerk and the accessibility of City records. They provide the public with assurance that all legislative actions are transparent and comply with federal, state, and local regulations. The position facilitates bid openings; manages and responds to public records requests, claims, and subpoenas; and assists in the preparation and distribution of the City Council agenda packet. The Deputy City Clerk is trustworthy, as they provide notary services, work with legal documents, and maintain various office files.

The ideal candidate will have experience within local government, is looking to advance their career in the City Clerk field and is excited at the opportunity to be trained on advanced technical aspects of the position. The ideal candidate will be technologically savvy; possess strong reading and writing skills; constantly keep up-to-date on changing laws, rules, and regulations; have a strong understanding and knowledge of municipal organizational structure, governing bodies, and meeting proceedings; be self-motivated and organized; thoroughly review work for accuracy, completeness, and correctness; and be customer-service oriented.

BENEFITS PACKAGE FOR YOUR FINANCIAL FUTURE: DEFERRED COMPENSATION PLAN: voluntary participation in your choice of three plan offerings. FOR YOUR WORK / LIFE BALANCE (annual amounts): Other Exceptional Benefits:
The Deputy City Clerk classification is represented by AFSCME. Please refer to the Memorandum of Understanding for Unit 1 and the Human Resources website for additional details:
Unit 1 MOU
Employee Benefits & Information - City of Petaluma

#petalumaproud

A City that Works for Everyone

Our City has an enormous amount of civic pride which celebrates multiple approaches and points of view. When we say we are a City that Works for Everyone we mean everyone. To do that well, we’re creating a workforce that is inclusive and listens to the multitude of voices and views of our employees. Diversity is an integral part of our organizational identity. Inclusion is the way we treat and perceive our differences. Equity is treating all our employees fairly and acknowledging that everyone has value. This drives our innovation, motivation and connects us even closer to our community.

Duties

The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.

Support the City Clerk in the City Council agenda process, including assembling and distributing the council packet.

Oversee the recording of official documents; process council actions in the form of resolutions ordinances, and proclamations.

Coordinate appointments and assignments of Council members to regional and or county boards, committees, and commissions.

Accept, log, and coordinate all Public Records Act requests with departments; accept, log, and distribute personal appearance subpoenas and subpoenas for records, summons, and complaints.

Coordinate the retrieval of records as requested and the approval and arrangement for destruction of records; receive, attest, log, and file City agreements and contracts. Act as Records Management point person.

Attend management team meetings to facilitate the Council’s schedule of meetings and calendar and preparation of Council agendas.

Assist in the preparation and execution of municipal elections, including registering voters; advertise formal bids; receive, open, and record the receipt of bids; publish legal notices; distribute campaign disclosure forms and statements of economic interest.

Receive and screen visitors and telephone calls and provide factual information, which may require the interpretation of policies and procedures; research and compile a variety of informational materials from sources both inside and outside the office.

Input or retrieve data and/or prepare reports, standard operating procedures/instructions, or other written material.

Initiate specified correspondence independently for signature by appropriate management, supervisory, or professional staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

Organize and maintain various office files, including indexing council actions; follow up on projects, transmit information, and keep informed of unit activities.

Schedule and arrange for meetings; organize work, set priorities, and meet critical deadlines.

Provide notary services; attest and/or acknowledge signatures on various legal documents; record documents in accordance with state and county requirements.

Certify domestic partnership registrations and terminations.

Serve as the City Clerk on a relief basis including attending and recording Council meetings.

Perform related duties as assigned.

Qualifications

Knowledge of:

Standard office administrative and secretarial practices and procedures, including business letter writing.

Record keeping, report preparation, and filing methods.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Standard business arithmetic.

Basic organization and function of public agencies.

Federal, state, municipal, City, and departmental laws, policies, rules, regulations, and procedures, including those regarding the preparation and retention of records.

Methods and techniques of researching and compiling information.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Education and Experience

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education:

Equivalent to graduation from high school.

Experience:

Three years of experience in municipal government or special district.

Certifications/Licenses:

Possession of a valid California Class C driver’s license.

Possession of a Certified Municipal Clerk’s Certificate (CMC) is required within two years of hire.

Highly Desired:
Experience working in a Clerk's Office or any training related to academic courses or certification programs related to the City Clerk's Office (i.e., Technical Training for Clerks or California Professional Municipal Clerks Certificate coursework)

Possession of, or ability to obtain, California Public Notary Commission

Additional Requirements:

Willingness and ability to work the hours necessary to accomplish the assigned duties; attend meetings, travel, attend workshops, conferences, seminars, and other meetings during work and non-work hours. Evening City Council meeting availability is required.

Physical Demands and Working Environment

While performing the duties of this job, the employee is regularly required to sit, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk or hear, stand, walk, and stoop, or crouch. Occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to work in an office environment where the noise level is usually moderate.

The City of Petaluma offers a wide-ranging, comprehensive benefit package including CalPERS retirement, medical, dental, vision, life, LTD, etc. For moreinformation regarding the benefits associated with this position, visit our website: https://cityofpetaluma.org/employee-benefits-information/

Closing Date/Time: 12/15/2024 11:59 PM Pacific

Salary:

$78,728.00 - $95,700.80 Annually
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