Deputy City Clerk

DEFINITION 
Under general supervision, assists the City Clerk in the gathering and preparation of City Council meeting agendas and packets and processes correspondence, legal notices, reports, contracts, resolutions, ordinances, and public notices for the City of Norco. This position performs official duties of the City Clerk in their absence. This position assists the City Manager’s Office in writing reports, research for projects, interfacing with elected officials and the public, and other duties as needed.Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledges, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

TYPICAL DUTIES & RESPONSIBILITIES:

• Assist in the planning and organizing of official City documents and records including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records.
• Assist with city-wide records management including off-site storage, interpretation of records retention and destruction schedule and ongoing maintenance and organization of records.
• Assist in the development of division goals, objectives, policies, and procedures.
• Lead the operation of the City's centralized records management and retention system, including administration of the electronic records management system, ensuring compliance with government codes for records retention and destruction; assists with the preparation of records retention schedules and administer the storage, retrieval and destruction of documents; coordinate the city-wide document imaging program and maintenance of electronic records and records storage systems; analyze and evaluate records management technology.
• Coordinate the compilation and preparation of agenda items, development of agendas, and lead the assembly and distribution of packets for City Council, Commission, and Committee Meetings, ensuring compliance with the Brown Act, Public Records Act, Political Reform Act, and all applicable Federal, State, and local laws pertaining to clerk operations and records.
• Attend City Council meetings, as required; prepare the digest of actions and official minutes of legislative actions.
• Organize and oversee the Commission and Committee recruitment program, and assist in development and of training seminars, orientations, and recognition events.
• Accepts Public Records Act requests and summons for litigation; research information, prepare documents, and respond in accordance to all applicable Federal, State, and laws.
• Respond to inquiries from the public.
• Under the direction of the City Clerk, assist in administering the State campaign and disclosure laws, including the electronic filing system, and the City's Conflict of Interest Code.
• Assist in conducting municipal elections.
• Process requests from the City Council, City staff, and the public for research and information regarding City codes, ordinances, and established policies and procedures.
• Screen office and telephone callers; provides front counter assistance including information to the general public regarding assigned area of responsibility; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents.
• Accepts and assists in bid openings.
• Assist with special projects, as assigned, and provide responsible and highly complex administrative support to the City Manager and City Clerk; recommends improvements in workflow, procedures, and use of equipment and forms.
• Notarize City and public documents.
• Requires an incumbent to work some nights and weekends for City Council Meetings and City events.
• Act as the City Clerk on a relief or as assigned basis.
• Performs other related duties as assigned.

SUPERVISION RECEIVED:   City Clerk
SUPERVISION EXERCISED: May provide technical guidance to lower-level staff.
CONTACTS AND RELATIONSHIP: 
This position has the majority of its interaction with the public, City Council Members, Commissioners, and other City employees.QUALIFICATION GUIDELINES:
The knowledge and abilities which are required to perform the duties and responsibilities of this class are as follows:

DESIRABLE QUALIFICATIONS:

Experience: At least three (3) years of experience in a City Clerk’s Office.

Education:     High School equivalent supplemented by specialized training in municipalities, Brown Act, and/or City Clerk Technical Training. Certified Municipal Clerk Training Certification preferred. Bachelor’s in a related field is highly desirable. 

Licenses and Certifications:
Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program. 
Possession of a Notary Public license within six (6) months of employment. 

Knowledge of:  
Administrative and public meeting rules, practices, and procedures.
General functions of a municipal government.
Historical and public record retention requirements and management.
City, state and municipal election requirements and practices.   
Public document preparation and certification procedures.
Computer hardware, software, and peripheral equipment.
Pertinent knowledge of federal, state, and local laws, rules, codes and regulations.

Ability to:
Prepare correspondence and legal documents.
Respond to requests for public information.
Prepare legal documents, ordinances, resolutions, and proclamations. 
Analyze problems, identify alternative solutions, project consequences of proposed actions.
Interpret and apply applicable federal, state, and local policies, laws, rules and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with other City departments and those contacted in the course of work.
Maintain mental capacity and tact that allows for effective interaction and communications with others.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Environmental Conditions:
The work environment characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
The employee works under typical office conditions with exposure to computer screens, and the noise level is usually quiet. 
 
Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time. Essential functions may also require maintaining physical condition necessary for walking, standing or driving a vehicle.
 
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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to finger, handle, feel, or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; climb or balance on ladders or stairs; stoop, kneel, and bend at the waist; crouch or crawl; and smell. The employee is frequently required to lift up to 25 pounds unaided. Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision, and the ability to adjust focus.
 
Mental Demands:
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks and projects; and interacts with others encountered in the course of work.EMERGENCY SERVICES: 
All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.   Employee must complete required FEMA courses within six months of employment.

SELECTION PROCESS: 
Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process.  Meeting the minimum qualifications does not guarantee an invitation to participate in the process. Final appointments may be be subject to a selection interview with the Department Director or designee and the remaining conditional steps in the hiring process.  This position requires a conditional employment offer based on the successful completion of a drug and alcohol screening.
 
EEO
The City of Norco is an equal opportunity employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex orientation, gender identity, gender expression, medical condition, genetic information, marital status, or military and veteran status.  The City is committed to making its programs, services and activities accessible to individuals with disabilities.  If you require accommodation to participate in this recruitment, please contact Human Resources prior to the filing deadline.   We will attempt to reasonably accommodate applicants with disabilities upon request.  

BACKGROUND CHECK: 
All employment offers are conditional based on the successful completion of a background investigation, physical and drug and alcohol screening at city expense and conducted by a physician designated by the city.  All information on the application is subject to investigation and verification.   Reference checks will be conducted by the City to include at least the following:  (1) verification/reference from current and past employers, (2) fingerprinting and Department of Justice criminal background check, and (3) confirmation of necessary licenses, certificates, and/or diploma/degrees.
 
DRUG SCREENING:  
In accordance with the City’s drug free workplace policy, all employment offers are conditional and based on successful completion of drug test.
 
E-VERIFY: 
The City of Norco is an E-Verify employer.  E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
 
The provisions of this bulletin does not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.