Deputy City Clerk

Salary Update

As of the posting date, the annual salary range for this position is: $81,632 – $101,948. Effective December 11, 2026, the annual salary range for this position will increase to $85,514.26 – $106,795.78 .

DEFINITION

Under direction, performs a variety of advanced administrative and programmatic duties in support of the City Clerk’s Office; prepares City Council agendas, minutes, actions, ordinances, and resolutions; assists in the preparation and administration of municipal elections; maintains a comprehensive indexing and filing system for records of action and official documents; prepares and distributes the City Council agenda and ensures compliance with noticing requirements; responds to requests for information from the public and assists in the day-to-day operations of the office; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the City Clerk. Provides technical and lead direction to assigned staff.

CLASS CHARACTERISTICS

This is an advanced journey-level administrative support classification responsible for performing complex administrative work in support of City Clerk operations. Incumbents perform a variety of specialized, complex, and technical and administrative support work which requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public and City Council. This class is distinguished from other administrative classifications by the specialized work, higher level of responsibility assumed, the greater complexity of duties assigned, and by the nature, scope, and diversity of responsibilities having City-wide impact. EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

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

Assists with the preparation and distribution of City Council meeting agendas and packet materials to Council members and designated City staff; ensures the accurate notification and posting of all meeting information. Prepares and distributes City Council meeting agenda and agenda packets; coordinates meeting room set up; posts agenda and staff reports on the website; attends and participates in the production of City Council meetings; records and transcribes meeting minutes; performs any required follow-up pertaining to City Council action taken at meetings. Attends meetings of boards, commissions, committees, and other public bodies as assigned; performs clerking functions including preparing and distributing agenda materials, recording and transcribing minutes, posting required notices, and performing follow-up on actions taken. Assists in the preparation, coordination, and administration of municipal elections, including processing candidate filings, coordinating with applicable elections agencies, preparing required notices and publications, and supporting election-related activities as directed by the City Clerk. Reviews, researches, and responds to requests made under the California Public Records Act (CPRA); coordinates with departments, applied statutory exemptions, redacts records, and ensures deadlines are met. Performs and ensures the retention, maintenance, distribution, and filing of City records and documents, including ordinances, resolutions, deeds, contracts, agreements, and other documents, notices, minutes, reports, and related papers. Maintains official files and records of Council proceedings and actions; prepares, processes, distributes, and posts public notices, bulletins, recorded documents, and contracts following applicable laws and procedures; prepares proclamations, commendations, ordinances, and resolutions in accordance with written instructions. Prepares, coordinates, and processes legal notices, public hearing notices, and other required publications for posting and distribution in accordance with applicable legal requirements; prepares adopted ordinances for codification and incorporation into the City's Municipal Code; coordinates with other departments and external parties as needed to ensure accuracy and compliance with noticing deadlines. Assists with the planning and implementation of the City’s records management program; ensures legal compliance with retention schedules for City records; develops and updates records retention policies and procedures under the direction of the City Clerk. Composes, types, and edits a variety of documents including detailed and confidential correspondence, forms, memos, reports, meeting minutes, Council resolutions, and other specialized documents; proofreads materials for accuracy, completeness, and compliance with departmental policies and approved format. Assists with the establishment and maintenance of files related to ordinances, resolutions, leases, agreements, and other official City documents. Receives and screens visitors, telephone calls, and mail; provides information to the public to ensure an understanding of departmental and City policies and procedures; listens to questions and explains procedures according to existing guidelines; refers citizens to relevant City departments or staff; identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate. Participates in the development and implementation of goals, objectives, policies, and priorities for office programs; compiles and analyzes data and makes recommendations regarding office needs. Accepts claims, summons, subpoenas, and appeals on behalf of the City, ensuring compliance with City policies and procedures. Assists in the processing of Fair Political Practice Commission (FPPC) statements of economic interest for elected and appointed officials and employees, and campaign filings for office holders, candidates, and committees; maintains and monitors all required Fair FPPC filings and election campaign disclosure statements. Maintains all Form 700 economic disclosure statements for City staff and elected officials as required; enters information into an automated system. Maintains calendar of activities, meetings, and various events; schedules use of conference rooms; coordinates meetings and conferences with public officials. Observes and complies with all City and mandated safety rules, regulations, and protocols. Performs other duties as assigned.

QUALIFICATIONS

Knowledge of

Principles, practices, and procedures related to the diverse functions within the Office of the City Clerk. Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure, including the California Public Records Act. Methods and techniques of documenting meetings and actions taken by the City Council including approved resolutions and ordinances. Methods and techniques of noticing for public meetings. Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. Applicable Federal, State, and local laws, codes, and regulations relevant to the assigned area of responsibility, including legal noticing requirements. Parliamentary procedures and the Brown Act. Political reform act requirements and Fair Political Practices Commission filing and reporting requirements. Laws and regulations governing the election process. City formatting and document preparation standards. City and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service by effectively working with the public, vendors, contractors, and City staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to

Provide a full range of specialized technical and administrative support duties for the City Clerk’s Office. Develop, plan, coordinate, and implement records management program suited to the needs of the City and in compliance with federal, state, and local laws, rules, and regulations. Ensure official City documents and records are properly processed, filed and maintained. Maintain confidentiality and be discreet in handling and processing confidential information and data. Research and summarize data and prepare accurate and written reports. Compile and maintain complex and extensive records. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Prepare clear and concise reports, correspondence, documentation, and other written materials. Use tact, initiative, prudence, and independent judgment within general policy, and procedural guidelines. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education

Equivalent to the completion of twelfth (12th) grade.

Experience

Four (4) years of increasingly responsible clerical and administrative support experience, including two (2) years in an office serving a governing board.

Licenses and Certifications

Possession of a valid Notary Public commission, to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

WORKING CONDITIONS

City employees may be required to work extended hours, including weekends, evenings, and holidays to meet the City’s operational needs; employees also serve as a Disaster Service Worker during emergencies consistent with California Government Code Sections 3100-3109.