Deputy City Clerk

Deputy City Clerk

The City of Goleta is seeking qualified applicants to fill one (1) vacancy for the position of Deputy City Clerk. About the Position Under the general direction of the City Clerk, the Deputy City Clerk supports the daily operations of the City Clerk Division by supporting City Council meeting preparation, assisting with municipal elections, overseeing records retention and public records requests, and assisting in division budget management. This position will be required to work occasional evenings. Ideal Candidate The ideal candidate is a motivated, detail-oriented professional with experience in municipal government operations. The candidate has strong organizational skills and proficient computer skills and thrives in a collaborative and fast-paced environment to meet established goals and deadlines of the Division. About the City Clerk's Office The City Clerk's Office is a division within the City Manager's Office. The City Clerk's Office team includes the City Clerk, Senior Deputy City Clerk, two (2) Deputy City Clerks, and an Office Specialist. The division is responsible for administering democratic processes including elections, access to City records, and legislative actions to ensure transparency to the public. The division also manages public records and City Council agendas, provides training and support to city boards and commissions, and ensures public access to government processes. In addition, the City Clerk's Office oversees support services functions in City Hall, including reception and administrative support, the purchase of office supplies, business services and equipment, and other citywide administrative functions.

Examples of Duties

Essential Job Functions The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

1. Assists with the coordination and implementation of the work plan for the City Clerk Division.
2. Assists with the preparation and distribution of agenda packets and attends meetings as necessary; records and transcribes minutes of the proceedings.
3. Posts agendas, staff reports and other official records on the City's website.
4. Assists with the conduct of municipal elections.
5. Assists with the maintenance of the City's Municipal Code; assists departments in the formatting of resolutions and ordinances; publishes, indexes and files ordinances and resolutions.
6. Assists with the maintenance of official City records and archives including ordinances, resolutions, contracts, agreements, deeds, and minutes; certifies copies as required.
7. Assists the City Clerk in fulfilling the duties of "Filing Official" and "Filing Officer" under the conflict of interest and campaign provision of the Political Reform Act.
8. Coordinates the appointments to various boards and commissions.
9. Monitors, maintains and updates rosters for boards and commissions.
10. Coordinates the retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements.
11. Administers Public Records Act requests to ensure response in a timely manner by following the state guidelines and deadlines.
12. Submit legal advertising notices for publication.
13. Prepares special commendations in the form of proclamations, certificates of recognition, and City titles.
14. Conducts special research projects as necessary; assists with the preparation of reports, council agendas and correspondence.
15. Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department.
16. Receives and processes all invoices for the City Clerk's Office; monitors the budget.
17. Assists with the coordination of the City Clerk's Office activities with those of other departments and outside agencies and organizations.
18. Provides vacation and temporary relief as required, including daily break coverage for the front office staff as needed.

Typical Qualifications

Education, Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education: Equivalent to two years of college-level coursework at an accredited college with major emphasis on public administration, business administration, or a related field. Experience: Two years of increasingly responsible experience in complex administrative office work involving records management activities, preferably in a City Clerk's Office. Knowledge and Abilities Knowledge of: Election laws, political reform requirements, and procedures for administering municipal elections. Pertinent Federal, State and local rules, regulations and ordinances. Principles and practices of records management, including records retention laws. Principles used in taking and preparing minutes. Ability to: Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Ensure compliance with Federal, State, and local rules, laws, and regulations. Interpret and apply pertinent laws, rules and regulations. Coordinate the retention/destruction of official records in accordance with applicable laws and regulations. Research, analyze and recommend appropriate policies and procedures for the operation of a records management system. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Communicate clearly and concisely, both verbally and in writing. Establish and maintain cooperative and effective working relationships with those contacted in the course of work. Attend evening meetings. Special Requirements Possession of a valid Class "C" California driver's license and a satisfactory driving record may be required. Certification of a California Notary Public is desirable.

Supplemental Information

Physical and Mental Demands/Working Conditions The physical and mental demands herein 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 disabilities to perform these essential job functions. Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, and decision making under stressful conditions. Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction. Mobility: Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, file documents in various locations and heights, and sit, stand, walk, remain seated, and work at a video display terminal for prolonged periods of time. Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment. Hearing: Incumbents are required to hear in the normal audio range with or without correction. Environment: Normal office setting with some travel to attend meetings. Incumbents may be exposed to noise and/or dust. Other factors: Incumbents will be required to work extended hours including evenings. Incumbents may be required to travel outside City boundaries to attend meetings.

9/80 WORK SCHEDULE: Optional and subject to Department Director approval. HYBRID WORK SCHEDULE: Subject to approval. Employees must work a minimum of two days in-person, allowing up to three days remote. HOLIDAYS: 13 fixed holidays (at 8 hours each); one floating holiday (8 hours). VACATION: Annual vacation leave accrual of 88 hours and up to 176 hours after 15 years of service with a maximum accrual of 352 hours. Pursuant to eligibility requirements, employees may have the option to cash out up to 100 hours per fiscal year. SICK LEAVE: Sick leave accrual of 12 days (96 hours) per year with no maximum accrual. MANAGEMENT LEAVE: 80 hours per fiscal year, allocated on July 1st and prorated the first year based on date of hire. BENEFIT PLAN: The City Flexible Benefit Plan provides an allowance for the payment of health, dental, and vision insurance premiums through the City's benefit program, in the following monthly amounts: $1,560 for "employee-only" plans, $1,620 for "employee-plus-one" plans, and $1,640 for "employee-plus-family" plans. Alternatively, participants may receive $1,033.34 for participation in a qualified plan elsewhere. GROUP LIFE INSURANCE: Benefit level equivalent to 1x annual salary to a maximum of $200,000. Premium paid by the city. VOLUNTARY LIFE INSURANCE: Voluntary life insurance coverage is available for employees, spouses, and dependents. Premium paid by employee. RETIREMENT PLAN: The City participates in the California Public Employees' Retirement System (PERS) and does not participate in Social Security. New PERS members receive 2% at age 62, average of 3 years' final compensation benefit level and contribute 7.75% of their salary to pension costs. Classic members receive 2% at age 55, single-highest year benefit formula and pay 7.00% of their salary toward pension costs LONG-TERM DISABILITY: Paid by City. DEFERRED COMPENSATION PLAN: Employee-paid deferred compensation plan is available. For participation in the City's deferred compensation plan, the City will match up to $25 per pay period. FLEXIBLE SPENDING ACCOUNT PROGRAMS: Employee-paid Flexible Spending Account Programs for medical and dependent care expenses are available. COASTAL HOUSING PARTNERSHIP: The City is