Deputy City Clerk

DEFINITION

Under the City Manager’s direction, plans, coordinates and performs the activities of the office of Deputy City Clerk. 

CLASS CHARACTERISTICS

Responsible for a variety of Councilmember activities including preparation of Council agenda, packet and official records of meetings. Serves as staff support for Council’s committees and commissions. Coordinates election processes in compliance with local, state and Federal law. Serves as Filing Officer for required disclosures. Provides general staff support for Council members and City Manager’s Office. 

Duties may include, but are not limited to, the following: 

Attends City Council meetings, study sessions and workshops and records official proceedings. Prepares and posts minutes. 

Prepares and organizes distribution of City Council agendas and packets through printing and/or posting on the City’s website. Files and indexes proceedings of the City Council.

Prepares legal notices and publications.

Coordinates election activities including evaluating elections data and information; generates reports and maps as requested.

Serves as staff support to one or more Council commissions or committees.

Serves as the official custodian of public records including ordinances, resolutions, contracts, deeds, agreements and other official documents; and, maintains overall responsibility for the City’s records management system, including retrieval and copying of documents for the public and City staff. 

Serves as Fair Political Practices Act Filing Officer for required disclosures under the Political Reform Act (700 Forms, etc.) and annual mandates. 

Ensures compliance with City Councilmembers’ required training; tracks completion of training.

Responds to Public Records Act requests. 

Administers oaths of office to elected officials, commissioners and City employees, including administration of Disaster Service Worker oaths.

Provides staff assistance to the City Manager by preparing and presenting staff reports to Council and Commissions and other necessary correspondence as needed. 

Assists in developing, planning and implementing goals, objectives, and systems relating to the Deputy Clerk function.

Assists the public and staff by providing information and research assistance. 

Maintains City Council Standard Operating Procedures and Municipal Code; ensures updates are posted to required public sites. 

Receives and processes petitions, summons and appeals of Planning Commission and City Council decisions and staff notices of violation. Coordinates administrative hearings as appropriate. 

May schedule appointments, meetings and travel arrangements as needed for Councilmembers and City Manager’s office.

Assists with preparation and monitoring of Deputy City Clerk’s budget.

Maintains professional ethics, trust and confidentiality of the office while maintaining a positive and cooperative working relationship with the public and staff. 

Knowledge of:

• Principles and practices of the City Deputy Clerk’s Office
• Principles and practices of elections management
• Pertinent local, State and Federal rules, regulations and laws specifically including Brown Act, Fair Political Practices Act, and election law
• Principles and practices of policy development and implementation
• Budgeting procedures and techniques
• Principles and practices of computer systems and software
• Modern office procedures, methods and computer equipment
• Principles and practices of organizational analysis and management

Skill in:

• Planning, organizing and coordinating the functions of the Deputy City Clerk’s Office
• Communicating effectively both orally and in writing
• Gathering data, analyzing information and preparing a variety of reports
• Maintaining confidentiality in the performance of duties
• Dealing tactfully and courteously with the public in explaining the functions, procedures and laws governing the activities of the Deputy City Clerk’s Office
• Establishing and maintaining cooperative working relationships with those contacted in the course of work
• Working under pressure to meet multiple deadlines; working long hours as needed especially during election periods
• Managing multiple deadlines

Minimum Qualifications Required:

A Bachelor’s degree from an accredited college or university with emphasis on public or business administration OR five years of progressively responsible administrative experience involving public contact and records management skills. 

Possess of a Certified Municipal Clerk certificate within 18 months of date of hire into position is required. 

Possession of a valid California driver’s license is required at the time of appointment. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. 

PHYSICAL DEMANDS AND WORKING CONDITIONS

Must be physically able to perform the duties of this position, including the mobility to work in a standard office setting and use standard office equipment, including a computer; the ability to operate a motor vehicle and to visit various city sites and attend off-site meetings; vision to read printed materials and a computer screen; hearing and speech to communicate in person, before groups and over the telephone; finger dexterity to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment; ability to bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; occasionally lift and carry reports and records that typically weigh less than 20 pounds. 

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Incumbents may interact with upset staff and/or public representatives in interpreting and enforcing departmental policies and procedures. Employees may be required to work evenings, weekends and holidays and participate in after hours on-call assignments. 

On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and communicate through written means.

Some accommodations may be made for some physical demands for otherwise qualified individuals who require and request such accommodations. 

OTHER REQUIREMENTS

This class description lists the major duties and requirements of the job and is not all-inclusive. Not all duties are necessarily performed by each incumbent. Incumbents may be expected to preform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills. 

NOTE: All employees of the City of Nevada City are designated by both State law and City personnel rules to be available for assignment to perform public safety services not specifically stated herein in the event of emergency or disaster, as deemed necessary by the City. Such assignments may be in the event of either a declared or undeclared emergency or natural disaster that threatens the life, health and/or safety of the public and may be to assist rescue and relief workers. Such assignments may be in different locations than where work is normally performed, and during hours and performing work significantly different from the employees’ normal work assignments. This work may continue through the recovery phase of the emergency. 

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.