Deputy City Clerk

City of Coronado; Coronado (CA); Presencial; USD 90 000 - 120 000; Tempo integral

Resumo da oferta

City of Coronado seeks a Deputy City Clerk to manage public records requests and coordinate records for boards, commissions, and committees. The role provides confidential, clerical support to the City Clerk and may attend evening meetings.

The ideal candidate has a Bachelor’s degree in public administration or related field and at least three years in a City Clerk’s Office, with knowledge of CA public records and elections processes.

Qualificações

• Bachelor’s degree in public administration or related field and 3+ years in a City Clerk’s Office environment.
• Experience handling public records requests and governance documents.
• Familiarity with California Public Records Act, Brown Act, and related statutes.

Responsabilidades

• Serve as primary contact for public records requests and coordinate responses with City departments.
• Manage rosters and records for boards, commissions, and committees.
• Administer oaths and notarize documents; support City Council meetings and elections.
• Assist in recruitment for boards and maintain maintenance of records and retention schedules.

Conhecimentos

Public records requests

Communication

Team coordination

Elections knowledge

Formação académica

Bachelor’s degree in public administration or related field

Ferramentas

Records management software

Electronic document management systems

Descrição da oferta de emprego

The Organization

The City of Coronado is Accepting Applications for the Position of Deputy City Clerk

Why work for the City of Coronado?

The City of Coronado offers the opportunity to serve a highly engaged community in a role central to open and accountable government. The City Clerk's Office administers the City's public records program, boards and commissions, legislative obligations and proceedings, municipal elections, and is actively invested in modernizing these services. Under the supervision of the City Clerk, the Deputy City Clerk will serve as the City's primary resource for public records requests and for its boards, commissions, and committees, working closely with residents, appointed officials, the City Attorney, and all City departments. This position is well suited to a professional who values accuracy, sound judgment, and public service.

The Department

The City Clerk’s Office administrates democratic processes, including elections, access to public records, and legislative actions, ensuring transparency to the public. The office serves as a compliance officer for federal, state and local statutes including the Political Reform Act, the Brown Act, and the California Public Records Act.

The City Clerk’s Office

• Records City Council proceedings and legislative actions and maintains the City’s official records.
• Administers municipal elections.
• Receives and maintains campaign and economic interest statements filings.
• Coordinates recruitment and appointments for City boards, committees, and commissions.
• Administers the City’s Records Management Program and Records Retention Schedule.
• Responds to public inquiries and requests for public records.
• Maintains the City’s Municipal Code.
• Coordinates ceremonial and official functions.

The Position

The Deputy City Clerk is a non-management position reporting to the City Clerk. The position focuses on two programs:

Public records.

Serves as the first point of contact for public records requests; coordinates responses to complex, confidential, and sensitive California Public Records Act requests with City departments; manages requests through the City's online records portal; and trains staff on records procedures, retention, and disclosure.

Boards, commissions, and committees.

Maintains rosters and membership records; manages recruitments, vacancy notices, and the annual Local Appointments List under the Maddy Act; prepares related staff reports for the City Council; coordinates ethics training and Statement of Economic Interests (Form 700) filings for appointees; maintains the Board and Commission Handbook; and coordinates the annual board and commission reception.

The Deputy City Clerk also provides direct and confidential administrative, and clerical support to the City Clerk, administers oaths and notarizes documents, supports City Council meetings, elections, and other office functions as needed, and performs specific duties of the City Clerk in the City Clerk's absence. The position may attend evening meetings and work extended hours. The successful candidate will help cultivate a team environment where camaraderie is valued.

The Ideal Candidate

The ideal candidate will possess:

Knowledge Of

• The California Public Records Act, including exemptions, response deadlines, and the coordination of multi-department responses
• The Ralph M. Brown Act, the Maddy Act, and the Political Reform Act as they apply to boards, commissions, and committees
• Records management principles, including retention and disclosure

Ability To

• Exercise sound judgment and discretion in handling confidential and sensitive matters
• Communicate tactfully and effectively with residents, requesters, appointed and elected officials, and City staff at all levels
• Organize and prioritize competing deadlines while producing accurate, high-quality work
• Anticipate problems and develop practical solutions
• Quickly learn and apply City policies and procedures

Experience with public records request software and electronic document management systems, as well as municipal elections experience, is desirable.

Minimum Requirements

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:

Education & Experience

• Equivalent to a Bachelor’s degree from an accredited college or university with major course work in business administration, public administration or a related field; and three (3) years of progressive responsibility and related work experience in a City Clerk’s Office environment.

Licenses And Certificates

• Possess a valid Class C California Driver’s License with a safe driving record.
• Possess a Public Notary certification.
• Ability to obtain a Municipal Clerk Designation within the first three (3) years of employment.

Additional Information

All candidates who successfully obtain a 70% or above in each phase of the (scored) exam process will be placed on an eligibility list for a period of at least six months. The City of Coronado participates in E-Verify. All new employees are required to submit verification of the legal right to work in the United States. The City of Coronado is an equal opportunity employer (EOE). Individuals with disabilities who require reasonable accommodation to participate in any portion of the examination process may voluntarily request the accommodation from the City, five (5) working days prior to the requested accommodation. Documentation of the need for the accommodation may be required upon receipt of the request.

Supplemental Information

Rich in history, natural beauty, and a charming ocean village atmosphere, Coronado is most deserving of its royal "nickname" - The Crown City.

Surrounded by the Pacific Ocean, Glorietta Bay, and San Diego Bay, this picturesque seaside resort destination is linked to the Southern California coastline and the city of San Diego by the graceful and stately San Diego - Coronado Bridge, and to the south by a narrow strip of land known as the Silver Strand.

This uniquely enchanting city which measures 13.5 square miles, is home to some of the world's most pristine beaches, 18 public parks, a 18-hole golf course, tennis courts, a public pool, and recreation facilities, as well as dedicated bicycle paths.

This vibrant, thriving community welcomes more than 2 million visitors annually to soak up the sun and the sand while enjoying the lush surroundings and village appeal of Coronado. With 15 hotels, including amongst them three world-class resorts, 1,900 hotel rooms, and many highly acclaimed restaurants, this island community has a resident and Navy population of approximately 23,000 as well as a flourishing tourist population. Coronado is also home to Naval Air Station North Island, Coronado (NASNI) Naval Amphibious Base Coronado (NAB), and Silver Strand Training Complex, Coronado, supported by nearly 20,000 military and civilian personnel.

What Coronado Has To Offer

• A rich benefits package contributes to the total compensation value. Benefits include a monthly cafeteria allotment of $2,450 voluntary retirement savings/deferred compensation, tuition reimbursement, group term life, short-term and long-term disability coverage, an employee assistance program, and more.
• The Retirement Benefit Formula for Classic CalPERS hired prior to January 1, 2013, is Members is 3% at 60. The current employee contribution rate is 9.5%.
• The Retirement Benefit Formula for PEPRA CalPERS Members, hired after January 1, 2013, is 2% at 62. The current employee contribution rate is 7.50%.
• As part of ensuring our employees maintain a work/life balance, employees earn 144 hours of Annual Leave per year for the first 5 years. After 5 years, the accrual rate increases.
• The City provides Term Life and Accidental Death & Dismemberment (AD&D) insurance in an amount equal to a one-time annual salary or $50,000, whichever is greater, at no cost to the employee.
• The City provides short- and long-term disability insurance equal to 66 2/3% of income. Employees that earn over the maximum benefit of $5,000/month available under the long-term disability plan, have the option to purchase enhanced long-term disability insurance.
• The City provides up to $2,000 per fiscal year for reimbursement of directly related costs of tuition, school fees, books, and required materials for approved courses and professional development opportunities. Student Loan Repayment can be used under this benefit.
• Longevity Pay; bonus at 10 years and every 5 years after.
• Lateral Vacation Service Credit, effective January 1, 2023, employees shall be given credit for prior verifiable public service employment for annual leave accrual rates.
• Access to community pool and gym.
• Valuable experience, training opportunities, and engaged leadership in a supportive community environment.

Annual Leave

• 0-5 Years of Service: 144 hours per a year
• 5-10 Years of Service: 192 hours per a year
• 10-19 Years of Service: 216 hours per a year
• 20+ Years of Service: 232 hours per a year

Lateral Service Credit

Effective January 1, 2023, employees shall be given credit for prior verifiable public service employment for annual leave accrual rates.

HOLIDAYS

• New Year’s Day
• Martin Luther King’s Birthday
• President’s Day
• Memorial Day
• Independence Day
• Labor Day
• Columbus Day
• Veteran’s Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day

In addition to the above specified holidays, employees are credited with two eight (8) hour floating holidays each fiscal year in observance of Lincoln’s Birthday, and Cesar Chavez’s Birthday.

RETIREMENT

Enrollment in the California Public Employees' Retirement System (CalPERS) as follows:

PEPRA Members: 2% at 62

Participants enrolled in the CalPERS Retirement Plan after January 1, 2013, are considered new members. The retirement benefit is based on age at retirement, years of service, and a consecutive 36-month compensation period. Employees currently pay 7.50% (pre-tax) toward the retirement contribution, which for PEPRA members, is determined by CalPERS each fiscal year based upon the actuarial report.

Classic Members: 3% at 60

Participants enrolled in the CalPERS Retirement Plan prior to January 1, 2013, with no break in service or a break in service of less than 6 months are considered Classic Members. The retirement benefit is based on age at retirement, years of service, and the single highest year of compensation. Employees pay 9.5% (pre-tax) toward retirement benefits.

Deferred Compensation

Employees are eligible to join the ICMA-RC 457 deferred compensation plan. This plan allows employees to set aside pre‑tax wages for retirement.

Additional Benefits

Cafeteria Benefit Plan

The City provides a Cafeteria Benefit Plan that can be used to help cover the cost of medical, dental, vision, supplemental life insurance, and ancillary benefits. The City participates in the CalPERS Group Health Benefits, which offers several options including HMO and PPO plans. Cafeteria allotment is dependent on medical plan enrollment.

Medical Enrollment Tier

2027 Monthly Cafeteria Allotment

Employee + Family

$2,450

Employee + 1

$2,205

Employee Only or Waive

$1,471

Short-Term & Long-Term Disability

The City provides short-term disability insurance equal to 66 2/3% of income (up to $1,000/week) after a 14-day waiting period. The City provides long-term disability insurance with a monthly benefit of up to $5,000 after a 90-day waiting period. Employees have the option to elect enhanced long-term disability insurance (up to $8,000/month).

Life Insurance

The City provides group term life insurance and AD&D in an amount equal to $50,000 or one times base annual salary, whichever is greater. In addition to the basic group life insurance provided by the City, employees may purchase up to $500,000 of supplemental life insurance. Coverage over $150,000 is subject to approval by the insurance provider. Employees may also elect supplemental life insurance coverage for their spouse/registered domestic partner and child(ren).

Employee Assistance Program

The City provides an Employee Assistance Program (EAP). The EAP provides confidential evaluation and up to 6 free counseling visits for employees, family members, and anyone residing in the home of an employee.

$2,000 Tuition Reimbursement

Each fiscal year $2,000 is available for reimbursement for costs such as tuition, fees, books, and other required materials for approved courses leading to a college degree. Reimbursement is made upon written verification of satisfactory completion of coursework. All expenses in excess of $2,000 will roll over to subsequent years and will be reimbursed up to $2,000 per year so long as the employee remains employed with the City. Student Loan Repayment can be used under this benefit.

Longevity Pay

Bonus at five (5) years of uninterrupted service with the City and every five (5) years after.

Social Security & Medicare

The City participates in Social Security and Medicare.