Assistant City Clerk

City of Antioch; Antioch (CA); On-site; USD 72,000 - 100,000; Full time

Job summary

City of Antioch is seeking an experienced Assistant City Clerk to support the City Council, City Clerk, and boards. The role handles agenda preparation, minutes, elections coordination with the County, FPPC filings, and records management.

It requires judgment, public service mindset, and the ability to manage sensitive information. The position emphasizes administrative leadership, coordination with departments, and protecting public records in compliance with California law.

Qualifications

• Bachelor’s degree in political science, public administration, or related field, or equivalent
• Four years of responsible professional level experience
• CMC or MMC certification is desired but not required

Responsibilities

• Oversee preparation and distribution of City Council agendas and packets
• Prepare and publish City Council minutes
• Coordinate elections with the County and maintain election documentation
• Administer FPPC regulations and monitor campaign filings
• Manage City records and implement records retention schedules
• Supervise and train assigned staff
• Maintain departmental policies and respond to public requests

Skills

Public records management

Election processes

Supervision

Customer service

Oral and written communication

Confidentiality

Education

Bachelor’s degree in political science, public administration, or related field

4 years of responsible professional level experience

CMC or MMC certification desired

Tools

Laserfiche Records Software

Office software (word processing, spreadsheets, databases)

Job description

The City of Antioch is seeking a detail-oriented, highly organized, and service-driven professional to join the City Clerk’s Office as Assistant City Clerk. This position plays a vital role in supporting the City Council, City Clerk, boards and commissions, and the public through the administration of municipal meetings, official records, elections coordination, regulatory filings, public notices, and records management. The ideal candidate demonstrates sound judgment, strong communication skills, a commitment to transparency and public service, and the ability to manage sensitive matters and competing deadlines with accuracy and professionalism. This is a municipal City Clerk’s Office position serving the City of Antioch, not a County Clerk or County Clerk-Recorder position. The role focuses on city government operations, including City Council proceedings, municipal records, local boards and commissions, and coordination of city-related election processes in accordance with applicable California law.

SUMMARY DESCRIPTION

Under direction, performs a full range of professional, supervisory, and administrative work in support of the daily operations and administration of the City Clerk’s Office. Maintains official City records and performs records management functions. Oversees the preparation of City Council meeting agendas and packets. Organizes City elections and coordinates elections with the County; and provides information to the public, City staff, and City officials related to the function, policies, and procedures of the City Clerk’s Office.

DISTINGUISHING CHARACTERISTICS

The Assistant City Clerk is an advanced and specialized level classification. This class specification assists the City Clerk in the day-to-day functions and management of the department; and performs other related work. The Assistant City Clerk is distinguished from the Deputy City Clerk by the performance of the full range of duties including technical and functional guidance of assigned staff. Distinctions from the Deputy City Clerk role include supervising, overseeing, and training subordinate staff.

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.

1. Oversee and coordinate the preparation, finalization, and distribution of the City Council agenda; prepare tentative agenda, final agenda and annotated agenda; prepare information regarding City Council meetings for the website.
2. Ensure the preparation of City Council meeting minutes; finalize minutes of meetings.
3. Process, finalize, and follow-up on Council action from City Council meetings; ensure timelines are met including those for ordinance publication, resolutions, and notice of decisions.
4. Prepares and publishes legal and public notices for public hearings in coordination with City Departments; assures that legal requirements are met for publications and postings as required.
5. Assists the City Clerk in conducting municipal elections' processes with the County to include nomination filings, campaign filings, maintaining, and documenting ballot measures, initiatives, referendums, recalls and other elections processes, as required by state law. Certifying official election results received from the County; plan and coordinate next steps for incoming/outgoing elected officials.
6. Administers Fair Political Practices Commission (FPPC) regulations, policies, and procedures and monitors filings of campaign statements for candidates, Council members, and all active committees as requested by state law; distributes forms and monitors filing of Statements of Economic Interests as required under the Political Reform Act of 1974.
7. Participate in the development and implementation of City-wide records management program; assist in the operation and oversee maintenance of records management program, records retention schedule, and masterfiling guide; coordinate with other departments regarding the storage of files and documents as well as the destruction of City documents; scan documents into Laserfiche Records Software for future reference.
8. Assist the City Clerk with the procedural process of the newly created Antioch Police Oversight Commission (APOC) from creating the Boards/Commission Handbook; working with the Mayor throughout the interview process; prepare a tentative agenda, final agenda and annotated agenda when the commission meetings begin; distribution of the agenda packets; and prepare information regarding APOC meetings for the website.
9. Administer the Oath of Office and provide the FPPC Conflict of Interest regulations, forms, and NetFile Software Training to the newly appointed Antioch Police Oversight Commissioners.
10. Prepare and coordinate correspondence agenda for the Board of Appeals including Board, staff, and appellant; finalize Board of Appeals notices of decisions and actions.
11. Administer policies, procedures, and processes for the City Clerk’s Office; resolve discrepancies or procedural problems and respond to questions about the services of the City Clerk’s Office; maintain the City Clerk’s Office desk manual outlining departmental policies and procedures; make recommendations for modifications.
12. Assist in the preparation, administration, and monitoring of assigned budget; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts.
13. Track vacancies of City committees and commissions; notify Mayor of openings and prepare notices of vacancy; receive and process applications for future appointments.
14. Assist in the preparation, administration, and monitoring of assigned budget; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts.
15. Supervises, trains, and evaluates assigned staff.
16. May act in the absence of the City Clerk, serve as custodian of City records, and administer the Oath of Office.
17. Perform 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 the functions, programs, and operations of a City Clerk’s Office.
• Functions of public agencies including the role of an elected Council and appointed boards and commissions.
• Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Modern principles, practices, and techniques of municipal records management.
• Election processes.
• Office management principles, methods, and procedures.
• Principles and procedures of record keeping and filing.
• Pertinent federal, state, and local laws, codes, and regulations including the Brown Act, Political Reform Act, FPPC regulations, and those governing the maintenance of records by a public agency.
• Principles and practices of municipal budget preparation and administration.
• Research procedures used in searching of public records.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Principles of business letter writing and report preparation.
• Modern office procedures, methods, and equipment including computers and related software applications such as word processing, spreadsheets, and databases.
• English usage, spelling, grammar, and punctuation.
• Customer service and public relations methods and techniques.
• Methods and techniques of supervision and training.

Ability to:

• Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the City Clerk’s Office with only occasional instruction or assistance.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Take responsibility for and exercise good judgment in recognizing the scope of authority to be exercised in the capacity of a deputy to a public officer.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Participate in researching, compiling, analyzing, and interpreting data.
• Prepare clear, accurate and concise records and reports.
• Independently prepare correspondence and memoranda.
• Provide information and organize material in compliance with laws, regulations and policy.
• Work cooperatively with other departments, City officials, and outside agencies.
• Establish, organize, and maintain a variety of specialized files and records.
• Implement and maintain filing systems and records management systems.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Plan and organize work to meet changing priorities and deadlines.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Exercise good judgment and maintain confidentiality relative to critical and sensitive information, records, and reports.
• Utilize public relations techniques in responding to inquiries and complaints.
• Maintain confidentiality of information.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Supervise, train, and motivate department staff.

Education and Experience Guidelines

Education/Training:

1. A bachelor’s degree from an accredited college and university with major coursework in political science, public administration, or related field;
2. OR equivalent to completion of the twelfth grade and four years of responsible professional level experience equivalent to the City of Antioch Deputy City Clerk classification.

Experience:

• Five years of increasingly responsible administrative, secretarial, and clerical support experience involving a high level of public contact
• Including two years of supervisory experience.

License/Certificates:

• Possession of an appropriate, valid driver’s license. An out-of-state valid Motor Vehicle Operator’s License will be accepted during the application process, but a valid California license must be obtained by the time of appointment.
• Possession of, or ability to obtain certification through the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is desired.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment

Work is performed primarily in a standard office setting.

Physical

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

FLSA: Exempt

October 2023

The class specification identifies the essential functions typically assigned to positions in this class. Other duties not described may be assigned to employees in order to meet changing business needs or staffing levels but will be reasonably related to an employee’s position and qualifications. Other duties outside of an individual’s skill level may also be assigned on a short term basis in order to provide job enrichment opportunities or to address emergency situations.

EEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants. If you have a disability and require accommodations in the testing process, please contact Human Resources at 925-779-7020 or [e-mail] prior to the final filing date.