Deputy City Clerk

Under the direction and general supervision of the City Manager and elected City Clerk, performs a variety of highly responsible and complex administrative tasks for the City Clerk’s Office including the preparation and organization of agendas for the City Council, various City Commissions, Agencies, Boards and Committees; dictation and preparation of minutes from City Council, various City Commission, Agency, Board and Committee meetings; legal filings required by the Fair Political Practices Commission, election agencies, etc., monitors and ensures compliance with the Brown Act, documents the legislative history of official City actions; acts in an official capacity on behalf of the City Clerk in his/her absence; manages the official records of the City in compliance with the Public Records Act and the City’s adopted records retention schedule;  assists in the maintenance of official city documents and records and the conduct of municipal elections; performs a variety of specialized clerical duties; acts in official capacity on behalf of the City Clerk in his/her absence; performs other duties as required. 

SUPERVISION RECEIVED/EXERCISED

Receives general direction from the City Manager and the elected City Clerk.  Exercises direct supervision over assigned administrative staff.

Prepares, reviews and evaluates employees’ job performance and administer disciplinary action when appropriate.

ESSENTIAL DUTIES AND RESPONSIBLITIES

Essential duties include, but are not limited to, the following:

Assists the City Clerk in planning, coordinating and supervising the office’s activities; assists with preparation and distribution of City Council, various City Commission and Board agendas; attends City Council meetings, takes and prepares minutes and correspondence; maintains a comprehensive indexing and filing system for City Council actions and directives, such as resolutions and ordinances.

Maintains official records and files related to all City resolutions and ordinances; prepares, processes, distributes and posts public notices, bulletins and contracts following applicable procedures; prepares ordinances and resolutions.

Processes and maintains records for all city contracts; processes legal notices to newspapers; completes, distributes and files ordinances and maintains and updates the Municipal Code; types a wide variety of correspondence; sets up and maintains records of appointments to City boards, commissions and committees; check deeds, agreements, claims, lawsuits, certificates and other documents for completeness and conformance with applicable codes and laws.

Assists with the maintenance and updating of general City records; provides information on actions and resolutions to others; maintains records on expiration dates of agreements; assists with the conduct of municipal elections; transcribes dictation; provides general information to office visitors and telephone callers; distributes and files ordinances and resolution; provides work direction to other offices; certifies and mails proper staff notification of hearings and actions; coordinates mandatory Ethics and Harassment training for elected and appointed City Officials; serves as City Clerk in the Clerk’s absence.

Knowledge of:

• Correct usage of English, grammar, spelling and punctuation; 

• Legal requirements, procedures and policies of the office of the City Clerk; 

• General municipal and departmental organization and administration; 

• Legal documents and contracts;

• Modern principles and practices of office management, recordkeeping and central filing systems; 

• Election codes and administration, including conflict of interest requirements;

• Laws and procedures affecting public access to information; 

• Principles of work direction and office organization; 

• Principles and practices of management and supervision; 

• Principles and practices of municipal budget preparation and administration.

Ability to:

• Perform varied and difficult office and clerical work requiring independent judgment; 

• Maintains confidentiality; 

• Interpret, explain and work in accordance with a wide variety of codes, laws and ordinances; 

• Maintain effective centralized recordkeeping and filing systems; 

• Assist with administering municipal elections; 

• Insure the proper notification and public dissemination of information concerning official City actions; 

• Assist in coordinating the work of office staff; 

• Initiate correspondence and carry out procedural assignments independently;

• Take dictation at a rate of 80 works per minute and transcribe it accurately; 

• Type at a rate of 60 words per minute from clear copy; 

• Effectively represent the City Clerk’s functions and City policies with individuals, organizations, representative of the media, legal officials and representatives of other governmental organizations; 

• Perform a variety of secretarial and technical clerical duties; 

• Establish and maintain cooperative working relationships with co-workers, private agencies, City  Council, Commissioners, Board Members, community groups and the general public.

EXPERIENCE:

Three years of progressive secretarial or administrative level work in a municipal government agency,   preferably within a City or County Clerk’s office.  Work experience involving extensive public contact is desirable.

EDUCATION:

Bachelor’s Degree in Business Administration or Public Administration or related field is desirable.    

Must obtain Certified Municipal Clerk certification (CMC) within first year of employment. 

SPECIAL REQUIREMENTS

Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles.

This position is represented by the Lynwood Employees' Management Group.