Administrative Analyst/Deputy City Clerk

Administrative Analyst / Deputy City Clerk

The Heart of Transparency. The Backbone of Local Democracy.

Local government thrives on trust, transparency, and efficiency. As the Administrative Analyst / Deputy City Clerk, you will be the custodian of that trust.

In this essential role, you will be the vital link between elected officials, city departments, and the public. You will ensure the smooth operation of democratic processesfrom coordinating City Council agendas and managing board appointments to administering municipal elections and upholding the Public Records Act.

Tulare is a full-service Charter City with approximately 400 full-time employees. The City of Tulare is a supportive organization where people take pride in their work and in the community they serve. Tulare is also a place where people can grow professionally, a place that values innovation and a place where people can make a positive and lasting change in the community.

The Ideal Candidate

We are seeking a meticulous, legally savvy analyst who values discretion, operates with flawless professionalism, and wants to dedicate their talents to ensuring our local government remains open, accessible, and accountable to all.

Key Responsibilities

You will wear many hats, managing a diverse portfolio of critical city functions:

• Executive Strategy & Operations: Manage the City Manager's priority schedule, coordinate high-level logistics for elected officials, and conduct research studies to back executive decisions.
• Legislative Administration: Lead the quality control and publication of City Council and Board of Public Utilities agendas, attend official meetings, and draft critical legislative documents like resolutions and ordinances.
• Democracy in Action: Coordinate municipal election activities, manage candidate filings, ensure FPPC compliance, and oversee the recruitment and tracking for City boards and commissions.
• Transparency & Records Management: Champion the City's Records and Information Management Program, navigate Public Records Act compliance, and lead continuous improvement in digitization.
• Contracts & Projects: Route and administer complex contracts, manage citywide procurement activities, and help spearhead special operational initiatives.

Ready to Make an Impact?

If you are an analytical strategist with a passion for public service, transparency, and organizational excellence, this is your opportunity to step into a career-defining role.

Application Process

To be considered for this position qualified applicants must submit an application with detailed information in each section of the application: Education, Work History, Certificates and Licenses, and Skills. In addition to submitting a detailed application, applicants are required to respond to the supplemental questions associated with the application and attach the required typing certificate. Responses to the supplemental questions will be used to evaluate applicants' qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application. TYPING CERTIFICATE Applicants are required to attach a typing certificate issued within the past twelve months, demonstrating their ability to type a minimum of 40 WPM. Most adult schools, community colleges, and staffing agencies administer typing tests. We also accept typing certificates obtained online from: INTERVIEW The most qualified applicants will be invited to take part in the interview phase which will be conducted on FRIDAY, OCTOBER 16th.

Position Overview

Under general supervision, performs advanced professional, confidential, analytical, technical, and administrative work in support of the City Manager Office and City Clerk's Office; coordinates and administers complex programs and projects requiring substantial independent judgment, discretion, and initiative; serves as a lead coordinator for legislative administration, records and information management, public records administration, board and commission support, contract administration, executive support, and other departmental operations; and performs related work as required.

Supervision Received and Exercised

Receives general supervision from the City Clerk & Public Affairs Director with additional direction from the City Manager and Assistant City Manager. May provide lead direction to project teams and cross-departmental workgroups.

Class Characteristics

This is a single incumbent professional-level classification responsible for providing advanced analytical, legislative, and executive administrative support. Exercises considerable independent judgement while coordinating legislative processes, executive support functions, records management, Public Records Act compliance, municipal elections, contracts, and Citywide administrative projects while serving as a key liaison with elected officials, City departments, outside agencies, and the public.

Examples of Essential Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment of this class.

• Provides advanced analytical, technical, confidential, and administrative support to the City Manager's Office and City Clerk's Office; coordinates routine and complex assignments, projects, meetings, schedules, and operational activities involving City departments, elected officials, outside agencies, and the public.
• Manages the City Manager's calendar and schedule, coordinates meetings, appointments, conferences, events, travel and related logistics for the City Manager, elected officials and other authorized personnel; evaluates scheduling priorities, resolves conflicts, and communicates with elected officials, executive staff, department heads, outside agencies, community organizations, and members of the public.
• Coordinates departmental and Citywide projects, studies, studies, operational initiatives, special assignments, procurement activities, grant applications and administration, and the preparation, routing, execution, tracking and administration of contracts, agreements, and related documents.
• Prepares, reviews, edits and distributes administrative reports, agenda reports, resolutions, ordinances, legal notices, questionnaires and other documents requiring a high degree of accuracy and compliance with established procedures.
• Receives and screens visitors, telephone calls; and inquiries; provides information and assistance to City staff, elected and appointed officials, outside agencies, and the public, interprets policies, rules, procedures, ordinances, and regulations and exercises sound independent judgment in responding to requests.
• Coordinates the preparation, review, quality control, publication, and legislative processing of City Council and Board of Public Utilities Commissioners meeting agendas and supporting materials; serves as liaison with City departments regarding agenda deadlines and legislative requirements.
• Coordinates official meetings of the City Council, Board of Public Utilities Commissioners, and other assigned bodies, including meeting logistics, agendas, minutes, legislative actions, official records and follow-up activities to implement official actions.
• Coordinates municipal election activities including candidate filing processes, election resolutions, campaign disclosure administration, coordination with the County Registrar of Voters, Fair Political Practices Commission (FPPC) filing notifications and compliance monitoring, and related statutory requirements.
• Administers the City's boards, commissions, and committees, including recruitment, appointments, meeting coordination, member term tracking, and maintenance of official records.
• Conducts administrative, operational and organizational studies; researches best practices; analyzes data; develops recommendations; prepares statistical analyses, reports, summaries, charts, graphs, presentations and other materials to support executive decision making.
• Coordinates the City's Records and Information Management Program, including records retention, destruction, imaging, digitization, Public Records Act requests, compliance with applicable laws and retention schedules, and continuous improvement of records management practices.
• Assists in developing informational materials, publications, presentations, website content, and community outreach materials in support of departmental initiatives.
• Presents information and recommendations to City Council, boards, commissions, committees, management, staff, and community groups as assigned.
• Provides notary services and certification on City documents.
• Performs other duties as assigned.

Qualifications / Requirements

Knowledge of:

• Principles and practices of public administration, municipal government operations, legislative administration, and executive support.
• Applicable federal, state, and local laws, policies, procedures, and regulations governing assigned programs, including the Ralph M. Brown Act, California Public Records Act, Political Reform Act, records retention requirements, and municipal election laws.
• Principles and practices of legislative administration, including agenda preparation, meeting administration, official recordkeeping, and follow-up of legislative actions.
• Principles and practices of records and information management, including legal requirements for retention, storage, imaging, destruction, and disclosure of public records.
• Principles and practices of contract administration and public procurement processes.
• Research methods, analytical techniques, and report preparation.
• Project management principles and methods.
• Budget preparation, monitoring, and basic financial administration.
• Standard office administrative practices and procedures, including records management and confidential executive support.
• Applicable software programs including Microsoft Office Suite, database and records management systems, agenda management software, and presentation software.
• English usage, grammar, spelling, vocabulary, punctuation, and business writing.