JOB ANNOUCEMENT - DEPUTY CITY CLERK $3,640 - $4,257 Monthly (DOQ)

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1 JOB ANNOUCEMENT - DEPUTY CITY CLERK $3,640 - $4,257 Monthly (DOQ) OVERVIEW EXAMINATION OF CANDIDATES The City of Canyon Lake reserves the right to consider the candidates who best overall meets the qualifications and suitability of the position in the succeeding examination processes: experience and training evaluation, testing and/or interviews. After an offer of employment has been made, appointment is subject to successful completion of a criminal background check and any other appropriate testing - evaluation commensurate with the offered position. The City of Canyon Lake does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. The City of Canyon Lake is an Equal Opportunity Employer. The City of Canyon Lake is seeking an experienced professional who possesses strong City Clerk office experience, with excellent customer service capabilities and a teamwork mentality. This full-time position serves under the City Manager and Administrative Services Manager. The Deputy City Clerk performs work requiring initiative and independent judgment. Work involves activities for elected officials and maintaining records for the City. This is accomplished by helping ensure all services and programs are in legal compliance; oversight of the City s records management system and attending and preparing all minutes of City Council meetings, as well as committee meetings. Attendance of City Council meetings will require one evening, on the first Wednesday of every month. Other duties may include front counter customer service, directing calls to appropriate departments, participating on various committees, and a variety of other non-complex and routine administrative functions assigned. Desired Education and Experience: Completion of a degree in business/public administration, political science, or a closely related field is desired, but not required. Minimum of two (2) years of related experience providing executive level administrative support within a City Clerk s office or other related municipality/local government office capacity. Certification as a Municipal Clerk is desirable. Must have or is in the process of obtaining Notary certification. Benefits: The City of Canyon Lake contributes a monthly benefit allowance of $ towards the benefits of full-time employees. Qualified benefits include, health, dental, vision, life insurance, supplemental insurance. HOW TO APPLY To apply and obtain a complete job description, please click the link below or go to our website at Applications are open until position is filled. CANYON LAKE CITY HALL RAILROAD CANYON ROAD CANYON LAKE, CA PHONE: FAX:

2 JOB DESCRIPTION City of Canyon Lake DEFINITION Deputy City Clerk Under the direction of the City Clerk / City Manager, plans, organizes, directs and administers activities and operations of the City Clerk s Department; performs analytical and technical work in the organization and preservation of legal documents and official City records; provides administrative assistance to the City Manager; administers general and special municipal elections; serves as filing officer for Political Reform Act filings; coordinates department activities with other City departments and outside agencies; attends City Council and Committee Meetings as necessary for minute preparation; and performs the duties of the City Clerk s office as delineated by State Law and City Ordinance in the City Clerk s absence. CLASS CHARACTERISTICS Department/Division: City Clerk Reports to: City Clerk/City Manager May provide direction to: Office Specialist. ESSENTIAL FUNCTIONS The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties which are not listed below. 1. Accepts full responsibility for office functions as needed in coordination with the City Clerk s direction on generally related City functions. 2. Coordinates activities with other City officials, departments, and other agencies and organizations. 3. Prepares and manages City Council and Committee agenda packets. 4. Follows up on City Council actions to ensure timely processing of City resolutions, ordinances, and contracts. 5. In coordination with the City Clerk, oversees and manages the Citywide Records Management Program.

3 6. Attends City Council and Committee meetings to take notes and prepares minutes for all City Council and Committee meetings. 7. In coordination with the City Clerk, administers City elections. 8. Maintains Fair Political Practices Commission filings; sending out Campaign Disclosure Statements and Statements of Economic Interests forms; providing reminders and notices to City Council Members, Candidates and Designated Employees. 9. Prepares, posts, and distributes notices of public meetings and hearings; and prepares and distributes other notices in accordance with municipal, State and Federal requirements. 10. Researches and writes related letters, memoranda, and administrative reports as necessary. 11. Prepares meeting rooms for City Council and Committee meetings. 12. Monitors, coordinates, and responds to Public Records Requests. 13. Assists in bid openings. 14. Provides administrative assistance to the City Manager. 15. Performs other functions and duties as required. QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Deputy City Clerk. Completion of the twelfth grade, and the equivalent of two years college level course work in public or business administration or related field. A Certified Municipal Clerk Certification or Master Municipal Clerk Certification is highly desirable. Three year increasingly responsible experience that involve office and records management, developing agendas, and taking and transcribing minutes, preferably including a minimum of one year in a City Clerk s Office. Knowledge, Skills, and Abilities Working knowledge of modern public administration principles and practices; operations and functions of municipal government; principles and practices of local codes and laws, and state and federal codes and laws; legal requirements related to City Council agendas, meeting proceedings; Political Reform Act reporting requirements; Election laws and requirements;

4 basic principles, procedures, and requirements of municipal records management; Brown Act, Maddy Act, and Public Records Act; methods and techniques of scheduling work assignments; research and report writing methods and techniques; standard office procedures, practices, and equipment; methods and techniques for record keeping; and proper English, spelling, and grammar. Skill in operation of an office computer, a variety of word processing and software applications, and a variety of records keeping systems. Ability to plan, direct, manage, and coordinate City Clerk related process and projects; interpret, explain and apply applicable laws, codes, and regulations; meet with public officials and private citizens; provide information and organize materials in compliance with laws, regulations, policies, and procedures; work long hours and attend evening or weekend meetings as required; read, interpret and record accurately; organize, prioritize and followup on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issues, and develop and implement an appropriate response; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships. Special Requirements Possession of, or ability to obtain and maintain, a Class C California Driver License and a satisfactory driving record. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Work generally involves prolonged sitting. Dexterity and coordination to handle single pieces of paper. Occasional lifting of up to twenty-five pounds such as: files, stacks of paper and reference books, and record file boxes. Moving from place to place within the office. Some reaching for items above and below desk level. Strength, dexterity, and coordination to use keyboard and video display terminal. Working Conditions Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Travel throughout the City may be required.

5 NON-DISCRIMINATION AND HARASSMENT POLICY The City of Canyon Lake will not tolerate unlawful discrimination and/or harassment. All forms of discrimination and harassment are prohibited. HUMAN RESOURCE POLICIES AND INFORMATION The City of Canyon Lake s Personnel Policies and information are kept on file with the City Clerk. Copies of these detailed policies are available by request, and are covered in employee orientation meetings.