Deputy City Clerk

Description/Duties & Responsibilities

Under the direction of the City Clerk, this position assists with the day-to-day operations of the City Clerk's Office, performing statutory duties and complex administrative functions, managing contracts, and supporting staff in their use of technology specific to the operations of the Clerk's Office. This position is expected to hold membership in professional organizations and attend training sessions and/or conferences related to the functions of a municipal clerk's office. Incumbent may supervise or direct the work of staff in operations related to the position. This position requires the ability to work evenings as needed.

Duties and Responsibilities:

• Serves as the City Clerk in the City Clerk's absence, which includes fulfilling the statutory responsibilities of the City Clerk

• Demonstrates an understanding of and applies applicable policies, procedures, and laws relevant to City Clerk's Office operations

• Performs administrative functions as a key member of the agenda management function: proofreads and edits documents; facilitates the preparation, publication and posting of City Council agenda packets; ensures adopted resolutions, ordinances, and minutes are executed and filed; prepares staff reports; clerks Council meetings; records legislative proceedings; maintains City Council Agenda Guide; provides guidance and oversight of legal publications

• Coordinates with Los Angeles County for facility use requests; manages Vote Center, Vote by Mail Drop Box, and related contracts/agreements

• May administer oaths or affirmations; certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents

• Manages the lobbyist registration and annual report

• Prepares and files state rosters

• Maintains, posts, and prepares staff report related to Council committee list

• Manages campaign disclosure filings; maintains user database; provides notice of filing and non-filing to candidates and open committees

• Conducts the biennial policy review and updates City policies as required

• Coordinates Local Appointments recruitments, updates list, prepares related staff report, and creates orientation manuals

• Coordinates AB 1234 Ethics Training and maintains certificate filings

• Assists with General Municipal Elections and candidate filings

• Provides oversight of Santa Clarita Municipal Code updates

• Solemnizes marriages

• Researches and responds to records requests from staff and the public

• Provides a high level of customer service, including answering calls, assisting customers, and answering questions

• Works evenings, as needed, including on City Council meeting dates and in preparation of publishing City Council agenda.

• Coordinates or otherwise participates in the planning and execution of special events, including but not limited to, Municipal Clerks' Week

• Performs other duties and responsibilities as assigned

Education and Experience

• High School graduate or GED equivalent

• Bachelor's Degree in Public Administration, Business Administration or related is desirable

• Three years of experience supporting the City Clerk function and/or public meeting management or related experience

• A Certified Municipal Clerk certification or the ability to obtain one within two years is required

• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered

• Possession of a valid Class C California driver license

• Bilingual in English and Spanish is desirable

Knowledge and Abilities

• Knowledge and understanding of City Clerk programs, and the ability to perform City Clerk functions and ensure compliance with policies and laws pertaining to these functions, including, but not limited to, the Brown Act, Election Code, Political Reform Act, and the Public Records Act

• Ability to read, understand, and advise staff on the application of regulations and policies related to the City Clerk's function, as well as respond to public inquires and requests

• Strong verbal communication skills and the ability to communicate clearly and concisely

• Ability to communicate complex information to individuals and to groups and make public presentations

• Strong written communication skills and the knowledge of principles of basic business letter writing and report preparation

• Thorough knowledge and understanding of business writing, grammar, and composition and the ability to prepare, read, proofread, and edit documents for accuracy and relevant information based on City of Santa Clarita writing standards

• Ability to exhibit a high level of organizational skills, including the ability to handle multiple interruptions and prioritize and follow-up on work assignments with little or no direction

• Ability to observe, identify, and problem solve operations and procedures as they relate to the functional area

• Ability to independently perform a variety of technical duties, including research, compilation, and report development in support of the program areas

• Ability to maintain accurate records and files

• Ability to provide excellent customer service both internally and externally

• Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality

• Ability to work effectively both independently and as a member of a cohesive work team and assist in cultivating a team environment

• Ability to conduct oneself ethically and professionally

• Strong attention to detail and the ability to produce work that is both accurate and complete

• Strong organizational skills and the ability to oversee multiple projects simultaneously, be flexible to changing priorities, and meet time-sensitive deadlines

• Strong interpersonal skills and the ability to build and maintain collaborative working relationships with City staff, elected officials, outside agencies, and the public

• Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds

Additional Information

This position will remain open until filled. The first review of applications will be on Monday, April 15, 2024.

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California

Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

The City of Santa Clarita is an Equal Opportunity Employer.