Deputy City Clerk

Ready to discover where your talents can take you next? Discover just how bright your future can be in San Marcos! The City of San Marcos is currently accepting applications to fill a Deputy City Clerk position in the City Clerk's Office. This is your chance to join an exceptional agency at an extraordinary time!

Recruitment Timeline:

• Applications submitted by: Monday, April 29th, 2024, 5:00pm

• Online testing window for well qualified applicants: 04/30 & 05/01/24 

• 1st Interview: Week of May 13th, 2024

• 2nd Interview: Week of May 20th

San Marcos, California is distinct for our:

• Entrepreneurial approach of a real estate portfolio that earns $10M annually

• Growth rate of median household incomes outpacing the region

• Multiple higher education institutions

THE RIGHT PERSON

Serving the public is paramount to all that we do. We are driven by the more than 95,000 residents who count on us every day. For that reason, you must be responsive, collaborative and accountable to our community and customers. The ideal candidate will be able to work both independently and as a member of highly functioning team. We want a Deputy City Clerk with determination and vision to streamline how we do business - and the confidence to lead our team into the future. It's essential that this person knows and respects government regulations, but we'd also like creative solutions to achieve new heights of success.

THE RIGHT PLACE

Just minutes away from the Pacific Ocean, San Marcos is emerging as one of San Diego County's most desirable communities, with top-ranked schools and California's newest state university. With multiple beaches and epic year-round weather, the recreation opportunities are endless. Our economy continues to grow as people discover that San Marcos is a great place to live, work and play.

In San Marcos, you can:

• Explore our 38 beautiful parks, which add more than 300 acres of open space

• Trek 63 miles of trails through some of area's most scenic vistas

• Learn at any one of the six educational institutions

• Celebrate the community spirit at more than 50 annual events

• Dine at more than 240 restaurants and breweries

THE RIGHT PERKS

The Deputy City Clerk will work with a great team of highly motivated professionals who thrive in maintaining organized city records and documents, ensuring that the Department is set up for success in supporting the City in the logistical set up to run official meetings and programs.

Other perks include:

• Earn a competitive salary ($74-96K)

• Gain generous health benefits (all medical premiums employer paid at 90%)

• Enjoy ample time off (14 paid holidays, 96 hours of sick leave, 80 hours of vacation leave) Popular 9/80 work schedule

• Participate in the CalPERS retirement system (Classic members 2% @ 55, PEPRA members 2% @ 62) and Social Security

• Please view the Benefits tab to learn more about the benefits offered with this position.

The following duties are typical for this classification.  Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Supervise and participate in the preparation, assembly and distribution of agenda packets for City Council, Successor Agency, Successor Housing Agency, Public Financing Authority and Fire Protection District and Oversight Board meetings; arranges for official publication and posting of legal notices for public meetings and hearings; ensure that legal requirements are met for publication and posting of agendas and legal notices; prepare correspondence, staff reports, ordinances and resolutions.

• Prepare Council Chambers for meetings; attend City Council and other public meetings as requested; prepare meeting minutes and meeting transcripts upon request; maintains official files and records of Council proceedings, actions and directives, such as minutes, resolutions, and ordinances and updates the City's municipal code.

• Communicate (written and orally) with City Council, executives, staff and public; responds to department inquiries.

• Oversee processing of public records requests and provide information and access to City records to City staff and the public; conducts research on more complex inquiries.

• Assist the City Clerk in the supervision and maintenance of the City-wide records management, retrieval and retention programs, including maintaining department filing systems, optical imaging, and document management; coordinate record archiving, storage and destruction in accordance with legal requirements and statutes.

• Assist the City Clerk by assuming responsibility for coordination of day-to-day office operations, including supervision of subordinate staff; and acts in the temporary capacity of City Clerk in the event of the City Clerk's absence.

• Process petitions filed with the office of the City Clerk; process claims and lawsuits filed against the City; receives subpoenas; certifies documentation and notarizes legal documents.

• Assist in planning and conducting municipal elections; applies requirements under municipal election law and procedures; prepares candidate form and materials (Filing Guide), issues and receives Nomination Papers, Statements of Qualifications, and other necessary documents.

• Assist with Political Reform Act filings (e.g., statements of economic interests, campaign statements); distributing forms in a timely fashion, responding to inquiries by filers; reviewing forms for completeness when filed; and processing necessary amendments/corrections with filers.

• Assist in the preparation of the department budget.

• Oversee Board and Commission rosters and annual recruitments for various City boards and commissions, consistent with state law (Maddy Act); administer oaths of office to new employees and board, commission and committee members.

• Perform other related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of City Clerk Department. Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage; principles and practices used in the development of retention schedules; organization and function of City government; pertinent federal, state, and local government codes, laws and regulations, including election laws and procedures, Political Reform Act reporting requirements, Public Records Act, and Maddy Act. Principles and practices of employee supervision, evaluation, discipline, and the training of staff in work procedures; meeting protocol and open meeting laws (Brown Act); modern office methods and practices; records management;  filing systems; letter writing; proofreading and editing; basic business mathematics; and various office equipment and machines including copier, calculator and computer utilizing various software programs which may include Windows, Microsoft Word, Power Point, Excel and Access.

Ability to:

Work several evenings each month to accommodate meeting needs; manage and administer an efficient Records Management System; participate in the development and administration of goals, objectives, and procedures for the City Clerk Department; provide information and organize material in compliance with laws, regulations, and policies; research, analyze, and evaluate new service delivery methods and techniques; perform varied and complex  clerical and administrative duties in support of the City Clerk Department; analyze problems, use independent judgment, and identify solutions; communicate effectively both orally and in writing; demonstrate an awareness and appreciation for the cultural diversity of the community.

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:

Experience

Five years of increasingly responsible clerical, administrative and technical experience including two years in a supervisory capacity.  Experience working in a City Clerk department environment is highly desirable.

Education/Training

Graduation from high school or equivalent.  Education or training equivalent to an Associate's degree in public administration, office administration, business office technology, or a closely related field is desirable.