Deputy City Clerk

City of Carlsbad; Carlsbad (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The City of Carlsbad is looking for an experienced Deputy City Clerk to join its Records Management team. In this role, you will perform various administrative duties, assist with city documents, and support the election process.

Ideal candidates will have clerical experience and be knowledgeable of legal requirements pertinent to a City Clerk’s Office. This role requires effective communication skills and the ability to uphold confidentiality and discretion.

Qualifications

• Knowledge of legal requirements of a City Clerk's Office.
• Experience in municipal government administration.
• Ability to maintain complex records and documents.

Responsibilities

• Assist the City Clerk in the preparation and custody of city documents.
• Type, edit, and proofread various correspondence.
• Conduct election-related duties as directed.

Skills

Analyzing data and preparing reports

Discretion and confidentiality

Understanding of election laws

Effective communication

Education

Completion of twelfth grade or GED

Five years progressively responsible clerical experience

Tools

Computer software for word processing

Spreadsheet or database management

Job description

The Position

The City of Carlsbad is seeking an experienced, enthusiastic, and motivated Deputy City Clerk to become a part of its City Clerk Records Management team. Under general supervision of the Assistant City Clerk, the Deputy will perform a variety of responsible administrative and technical duties in support of the City Clerk's Office; assist in the day‑to‑day functions of the department; and perform other related work.

When hired, the Deputy will: - perform the full range of duties assigned in support of the City Clerk's Office; - assist in the preparation, custody, preservation, and distribution of official city documents and records; - prepare agenda and supporting material for City Council meetings; - attend and take minutes at public meetings in the absence or at the direction of the Assistant City Clerk; - respond to public and staff inquiries regarding public records, policies, and procedures; - assist the Assistant City Clerk in the election process; and - perform related duties as required.

Key Responsibilities

Type, edit, and proofread a variety of letters, reports, forms, notices, and other correspondence for grammatical and procedural accuracy.

Answer inquiries requiring an understanding of the application of policies, rules and regulations.

Provide back‑up support and oversight of the front desk and reception area of the City Clerk's office, as needed.

Act as Notary Public.

Attend meetings of the City Council and other public meetings as directed, such as Carlsbad Municipal Water District, Community Development Commission, and Public Financing Authority meetings, Community‑Police Engagement Commission, City Council Legislative Subcommittee and City Council Economic Development Subcommittee; provide an accurate transcript of the proceedings in accordance with established policies and procedures; provide verbatim transcripts of portions of the proceedings when required; record actions taken, prepare actions and minutes of meeting proceedings and prepare official minutes; compose and/or edit and process administrative and technical documents such as resolutions and ordinances approved at City Council meetings; review for accuracy and completeness; obtain necessary signatures; and respond to public/staff inquiries concerning those meetings.

Assist the Assistant City Clerk in the administration of city elections as directed, which may include pre‑election support and functions including ordering candidate forms and materials, assembling packets and instructions to candidates, and verifying residency and candidate requirements. Provide information to candidates and the public on election and candidacy requirements and procedures.

Assist in planning and conducting municipal elections and other legal requirements of the department; process Charter amendments; assist with Political Reform Act Filings (e.g. statements of economic interests, campaign statements). Ensure that disclosure requirements are met under the Political Reform Act and Conflict of Interest Code. Respond to inquiries by filers; reviewing forms for completeness when filed; and process necessary amendments/corrections with filers.

Maintain City Clerk's Office information and pages on website.

Prepare and track recorded documents and Mylar maps for recordation.

Assist in the preparation of departmental budget; monitor expenditures and accounts payable functions.

Process administrative contracts/agreements for approval and signatures in accordance with established procedures.

Assist in coordinating advertising, including preparation of legal notices, ensuring timely publication and review of invoices for accuracy, and placement of notices in designated locations.

Assist in the development of goals, objectives, policies, and procedures in the City Clerk's Office. Participate in recommending departmental and organizational changes.

Assist in the preparation and maintenance of the office procedure manual, Council Policy Manual, and various handbooks.

Prepare Foreign Residence Certificates for residents.

Maintain the roster and membership status of the city's boards, commissions, and committees; monitor board, commission, and committee member recruitment vacancies; prepare and submit related reports to the Mayor and Council; prepare procedural documents and coordinate ethics training; update the Board and Commission Handbook; assist in maintaining official city documents and records including board, commission, committee minutes; committee application forms and other correspondence.

Administer oaths of office to new employees and board, commission, and committee members.

Assist with the preparation and assembly of City Council agenda packets; coordinate with departmental representatives to assure that agenda items are received by the appropriate deadline and in appropriate format; post and distribute notices of public hearings and meetings.

Respond to requests for research and information from the City Council, city staff, and the public regarding city codes, ordinances, and established policies and procedures; compile data for administrative and public reports.

Stay current with new laws, trends, and innovations in assigned areas of responsibility. Attend and participate in professional group meetings, conferences, and trainings.

Perform related work as required.

Qualifications

To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job. The requirements listed below are representative of the knowledge, skill and/or ability required.

Knowledge of:

• Legal requirements of a City Clerk's Office.
• City ordinances and laws, governmental organization, rules and regulations.
• Principles and practices of municipal government administration.
• Applicable federal, state and municipal election laws.
• The Brown Act.
• The Maddy Act.
• Fair Political Reform Act reporting requirements.

Ability to:

• Analyze data and prepare reports.
• Use both discretion and confidentiality to uphold the principles, duties and ethics of the City Clerk's Office.
• Interpret, explain, and apply federal, state and local policies, procedures, laws and regulations; provide information and organize material in conformance with policies and regulations.
• Maintain complex records, including filing, storage, retrieval, and disposal of documents.
• Evaluate situations or problems.
• Develop recommendations and effective courses of actions.
• Communicate clearly and concisely.
• Work independently and with minimal supervision; work with complete discretion and confidentiality.

Experience & Education

Any combination equivalent to experience and education that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities is:

Equivalent to completion of the twelfth grade or GED preferably supplemented by courses or training in areas related to the functions of the department such as specialized business courses, computer software for word processing, spreadsheet or database management, and customer service; and

Five years progressively responsible clerical or secretarial functions, including administrative and technical duties related to the work of a City Clerk's Office. Specific experience working in a City Clerk's Office environment is highly desirable.

Must pursue Certified Municipal Clerk Designation within first three years of position.

Must be a Notary Public.