City Clerk / Deputy City Clerk Executive Assistant

City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant

The City of La Palma is seeking a highly organized, detail-oriented, and service-minded professional to join our team as a City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant. This is an exciting opportunity for an experienced administrative professional who enjoys working in a collaborative municipal environment and is interested in supporting City leadership, elected officials, and the community.

This position offers the opportunity to work on a wide variety of responsibilities involving municipal government, City Council meetings, public records, elections, official records, legislative administration, executive support, and confidential administrative matters. The successful candidate will play an important role in supporting the City Manager, City Council, management staff, and City Clerk operations.

City Clerk/Executive Assistant

The City Clerk/Executive Assistant is the senior classification and is responsible for administering, coordinating, and overseeing the City's Clerk functions while providing executive-level support to the City Manager, management staff, and City Council.

In this role, the incumbent will:

• Serve as the City's official record keeper and oversee the preparation, indexing, maintenance, and retention of official City records, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, easements, bonds, and related documents.
• Administer municipal elections, including candidate and nomination processes, candidate information and guidelines, election notices, and election-related filings and publications.
• Administer the City's records management program and ensure appropriate maintenance and retention of official records in accordance with applicable requirements.
• Oversee and coordinate the City's statutory filing and disclosure responsibilities, including Political Reform Act, Fair Political Practices Commission, and Secretary of State filings.
• Oversee and coordinate public records requests and assist in ensuring compliance with applicable public records requirements.
• Maintain the City's Municipal Code and oversee the processing, publication, posting, and attestation of ordinances and resolutions.
• Oversee the processing of claims, subpoenas, summons, and other legal documents involving the City.
• Coordinate and implement the City's conflict of interest code and related requirements.
• Ensure City Council actions and legislative documents are properly processed, recorded, and maintained.
• Provide executive-level administrative support to the City Manager and City Council, including confidential correspondence, scheduling, special projects, research, reports, and other administrative matters.
• Exercise independent judgment and accountability in the administration of City Clerk functions and ensure continuity, accuracy, and compliance in the Clerk's Office.

Deputy City Clerk/Executive Assistant

The Deputy City Clerk/Executive Assistant provides high-level administrative and executive support while assisting with the administration and coordination of City Clerk operations. The Deputy works closely with the City Clerk and City Manager and serves as a key resource for the day-to-day functions of the office.

In this role, the incumbent will:

• Assist with the preparation, organization, and distribution of City Council agendas, agenda packets, public notices, and related meeting materials.
• Attend City Council, committee, and other public meetings; serve as minutes clerk; prepare and distribute minutes; and complete follow-up activities resulting from Council actions.
• Assist with the preparation, processing, recording, notarization, and distribution of resolutions, ordinances, agreements, and other official documents.
• Assist the City Clerk with municipal elections, public notices, statutory filings, public records requests, records management, claims processing, and other City Clerk functions.
• Maintain and retrieve official City records and assist with ensuring records are complete, accurate, properly filed, and readily accessible.
• Respond to public inquiries regarding City Council actions, City procedures, policies, regulations, and public records, or refer matters to the appropriate staff member.
• Provide confidential administrative and executive support to the City Manager, City Clerk, management staff, and City Council, including correspondence, scheduling, meeting coordination, research, reports, and special projects.
• Assist with board and commission administration, including agendas, background materials, meeting minutes, and follow-up activities.
• Serve as Acting City Clerk in the absence of the City Clerk, assuming appropriate City Clerk responsibilities to maintain continuity of operations.
• Support the City Clerk in ensuring day-to-day operations are conducted accurately, efficiently, and in accordance with established policies, procedures, and legal requirements.

Minimum Qualifications

The City Clerk/Executive Assistant is the senior classification and requires demonstrated knowledge and experience in the administration of City Clerk functions and applicable municipal laws and regulations. In addition to providing executive-level administrative support to the City Manager and City Council, the incumbent is expected to independently administer and oversee key statutory and operational responsibilities of the City Clerk's Office.

Candidates for the City Clerk/Executive Assistant classification should demonstrate:

• Knowledge of the Ralph M. Brown Act, including requirements related to City Council agendas, public meetings, meeting proceedings, notices, and official records.
• Knowledge of requirements related to municipal elections, the Political Reform Act, public records, and municipal records management.
• Knowledge of the organization and operation of municipal government, including the role of elected officials, boards, and commissions.
• Ability to independently perform complex, confidential, and sensitive administrative work requiring sound judgment, discretion, initiative, and tact.
• Ability to organize and prioritize multiple assignments, coordinate projects, meet critical deadlines, and independently follow through on assignments.
• Ability to prepare official minutes, resolutions, ordinances, reports, correspondence, and other municipal documents accurately and in accordance with applicable requirements.
• Ability to establish and maintain effective records management systems and participate in the lawful retention and destruction of official records.
• Ability to research, interpret, and apply policies, procedures, technical processes, and legal requirements.
• Ability to identify opportunities for process improvement and implement changes that increase efficiency and effectiveness.
• Excellent written and verbal communication skills and the ability to establish effective working relationships with elected officials, City staff, other agencies, and the public.

Typical qualifications: Equivalent to completion of the twelfth grade supplemented by specialized training in City Clerk functions, with five (5) years of increasingly responsible clerical or secretarial experience, preferably including experience in a City Clerk's Office or other public agency.

Required: Possession of a Certified Municipal Clerk (CMC) designation and a California Notary Public commission, or the ability to obtain a Notary Public commission within six months of appointment.

Highly desirable: Master Municipal Clerk (MMC) designation.

The Deputy City Clerk/Executive Assistant provides responsible administrative and executive support while assisting with the administration of City Clerk operations. This classification is designed for a candidate who has strong administrative experience and the ability to perform increasingly complex City Clerk responsibilities under general supervision.

Candidates for the Deputy City Clerk/Executive Assistant classification should demonstrate:

• Knowledge of the basic organization and operation of municipal government, including the role of City Council, boards, and commissions.
• Working knowledge of the Brown Act, public records requirements, records management principles, and applicable policies, procedures, laws, and regulations related to assigned responsibilities.
• Ability to perform varied, confidential, and responsible administrative work using sound judgment, tact, discretion, and initiative.
• Ability to organize work, coordinate projects, establish priorities, meet deadlines, and follow up on assignments with minimal direction.
• Ability to prepare correspondence, reports, agendas, minutes, resolutions, ordinances, and other administrative documents accurately and efficiently.
• Ability to assist with City Council meetings, municipal elections, public records requests, official records, board and commission activities, and other City Clerk functions.
• Ability to respond professionally and effectively to public inquiries, competing priorities, interruptions, and sensitive matters.
• Strong written and verbal communication skills and the ability to establish and maintain effective working relationships with City staff, elected officials, other agencies, and members of the public.
• Proficiency with modern office equipment and computer applications, including word processing, database, spreadsheet, and records management systems.

Typical qualifications: Equivalent to completion of the twelfth grade supplemented by specialized training in the functions and activities of a City Clerk's Office, with three (3) years of increasingly responsible clerical or secretarial experience, preferably including experience in a City Clerk's Office or other public agency.

Required: Valid California Class C driver's license and acceptable driving record; possession of a California Notary Public commission or the ability to obtain one within six months of