July 1, 2013 DEPUTY CLERK DEPUTY CITY CLERK PURPOSE To assist in planning, organizing, directing, coordinating, and implementing the administrative and clerical activities of the City. Provides supervision of assigned staff; performs a variety of professional level management, administrative, and technical support to the various City Departments and represents the City Clerk office in the absence of the City Clerk. WORKING CONDITIONS Work is conducted primarily in an office setting. Conditions will include attendance at meetings which are conducted in the evening and extend beyond the normal workday. It includes pressure generated by deadlines, volume of work, complaints, and frequent interruptions. PHYSICAL DEMANDS Work emphasizes speech, hearing and vision as well as prolonged sitting, moderate lifting of 25lbs, reaching, bending, stooping, pulling and pushing activities. DISTINGUISHING CHARACTERISTICS Deputy Clerk - This is a journey level mid-management position and receives functional direction from the City Clerk and direct supervision from the Deputy Finance Director. This classification would be assigned complex matters requiring a higher degree of knowledge and skill. Employees receive only occasional instruction and are fully aware of operating procedures and policies of the work unit and may exercise full supervisory responsibility for the work of professional, technical and clerical positions. - This is the advanced journey level position. It is distinguished from the Deputy Clerk classification because they would be assigned a broad range of highly complex and sensitive managerial activities with only minimal supervision. The work requires a thorough knowledge of government laws, policies, operations, and functions relating to a City Clerk s Office. Positions in this classification may be flexibly staffed and may be filled by advancement from the journey level.
Page 2 ESSENTIAL JOB FUNCTIONS - Duties may include, but are not limited to, the following: Assist in development of goals, objectives, policies, procedures, and priorities of the department operations and activities. Assist in planning, organizing, and coordinating activities of the Department and assist in selection of personnel. Supervise and train assigned personnel in day-to-day operations of Administrative Services. Plan, assign, and review work of staff; train staff in work policies and procedures; assist in correcting deficiencies; and conduct performance evaluations. Ability to understand and perform the duties related to electronic postings of agendas and department information to the City s website utilizing various software programs. Coordinate the preparation of City Council, Successor Agency, and/or other Commission/Committee meetings, as required. Prepare correspondence/documentation and conduct follow-up responsibilities from City Council and/or Commission meetings. Oversee preparation, publication, and mailing of notices for public hearings and meetings. Assist in the preparation and administration of the departmental budget. Assist the City Clerk in planning and conducting Municipal Elections. Assist the City Clerk as Filing Officer/Filing Official for Political Reform Act filings. Take and transcribe minutes of Council and Commission meetings, as requested. Assist in maintaining official municipal documents and records of the City, in paper and electronic format. Respond to the public; interpret and explain policies and procedures; respond to complaints and correct problems that arise. Provide highly advanced administrative and technical support to the City Departments.
Page 3 ESSENTIAL JOB FUNCTIONS -continued Independently compose and prepare a wide variety of written documents and correspondence. Certify City documents. Perform related duties as assigned. DESIRABLE QUALIFICATIONS Knowledge and Abilities: Knowledge of principles and practices of municipal government; principles and practices of supervision, office operations, and training; English usage including grammar, spelling, vocabulary, and punctuation; modern office practices and computer equipment including computer hardware and software. Ability to plan, organize, coordinate and follow-up with work assigned to staff; to supervise, train and evaluate staff; to organize and direct office operations, to work within a sensitive and political environment; to deal tactfully and diplomatically with various government officials and the general public; to resolve conflicts and controversial situations; work effectively under the pressure of deadlines with frequent interruptions; to handle multiple tasks and priorities at the same time; to perform complex, confidential, administrative, and secretarial tasks with speed and accuracy; ability to type at a speed of 50 net words per minute, take accurate notes and summarize actions from meetings and transcribe with sufficient speed and accuracy to meet the needs of the department; to communicate clearly and concisely, both orally and in writing; to establish and maintain effective working relationships with a variety of people; and to promote quality customer service. Education and Experience: Deputy Clerk Any combination equivalent to experience and education that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Page 4 Education: Equivalent to an Associate degree from an accredited college or university with major course work in Public Administration, Business Administration, or a related field. Experience: Two years of increasingly responsible experience in complex administrative office work, preferably offering support in a City Clerk s Office or Administrative Services Department; lead experience is preferable. Additional experience can substitute for the degree on a year-to-year basis. Other Requirements: Possession of or ability to obtain a Notary Commission, is desirable. This position requires possession of a valid California Driver s License and a satisfactory driving record as a condition of initial and continued employment. Education and Experience: All knowledge, abilities, education and experience required for the Deputy Clerk classification. In addition, knowledge of local government codes, operations, services, ordinances, and policies; of related legislation; of social, political and economic trends affecting local government and City Clerk s office; pertinent State, Federal and local laws, codes and regulations including Municipal Elections and Fair Political Practices Commission (FPPC) requirements. Ability to organize and prioritize a variety of projects and responsibilities and complete them in an effective and timely manner; to oversee and manage the work of others; to exercise a high degree of independent judgment; to work with sensitivity within a complex political environment. Education: Equivalent to an Associate degree from an accredited college or university with major course work in Public Administration, Business Administration, or a related field.
Page 5 Experience: Three years of increasingly responsible experience in performing complex administrative and City Clerk functions, including two years supervisory experience and responsibility. Additional experience can substitute for the degree on a year-to-year basis. Other Requirements: Possession of or ability to obtain a Notary Commission, is desirable. Certification as a Certified Municipal Clerk (CMC) is highly desirable. This position requires possession of a valid California Driver s License and a satisfactory driving record as a condition of initial and continued employment. T:\Personnel\CLASSIFICATIONS\Descriptions\ July 2013.Docx