Deputy City Clerk

City of Fresno; Fresno (CA); On-site; USD 58,000 - 72,000; Full time

Job summary

The City of Fresno is seeking a Deputy City Clerk to perform a wide range of specialized administrative duties in the Office of the City Clerk, including researching legislative history, preparing official documents, and managing public records and records retention.

The role may advance to Senior Deputy City Clerk after one year, with duties extending to boards and commissions, notices, agenda distribution, and ADA-compliant posting, as well as processing code updates.

Qualifications

• High school diploma or GED required.
• Minimum three years of progressively responsible administrative experience, including one year of records maintenance.
• Valid California driver's license required at time of appointment with driving record proof.

Responsibilities

• Retrieve and copy public records; respond to questions from City departments, media, and the public; refer to appropriate agency.
• Receive and screen visitors and calls; provide information on activities, policies, procedures.
• Post meeting notices; prepare agendas and distribute documents to City Council, Mayor and City Manager.
• Process documents for posting with ADA-compliant formatting.
• Set up Council chambers and store materials after meetings.
• Conform ordinances and resolutions; administer oaths; assist with oaths.
• Coordinate Employee of the Quarter program; prepare certificates and invitations.
• Perform general admin duties: filing, processing purchase orders and payment vouchers.
• Store documents per retention schedule; scan/index to digital format.
• Process municipal code updates with publisher after council approval.

Skills

Customer service

Record keeping

Public records management

Education

High school diploma or GED

Job description

POSITION DESCRIPTION

Under general supervision, a Deputy City Clerk performs a wide variety of specialized administrative duties in the Office of the City Clerk; independently researches complex inquiries regarding administrative and legislative history of the Council and assists in the preparation, custody and preservation of official documents and records in the Office of the City Clerk. A Deputy City Clerk handles boards and commissions matters including communicating with liaisons and processing and tracking applications and memberships. Utilizes software to process and track Statement of Economic Interest filings.

This class may flex to a Senior Deputy City Clerk after one year of satisfactory service and upon the recommendation of the appointing authority.

Duties may include, but are not limited to, the following:

• Retrieves and copies public records; responds to questions from City departments, agencies, news media, and the public; refers individuals to appropriate agency or department; collects fees and prepares receipts and accepts as well as processes claims, summons, and complaints filed against the city.

• Receives and screens visitors and phone calls; provides information on department activities, functions, policies, and procedures as required.

• Posts meeting notices; prepares and distributes agendas and associated documents to the City Council, Mayor and City Manager.

• Processes documents to be posted on the bulletin board, internet and other designated areas ensuring ADA compliance format.

• Sets up Council chambers prior to the meetings and removes and stores materials afterward.

• Conforms ordinances and resolutions, processes documents subject to the Mayor’s veto. Administers oaths of office.

• Coordinates Employee of the Quarter with various department contacts; creates certificates; mails invitations and arrange refreshments for the event.

• Performs general administrative work including but not limited to filing, processing purchase orders and payment vouchers.

• Stores documents using approved retention schedule; scans and indexes documents in a digital format.

• Processes the municipal code updates with the publisher following council approval of ordinances that impact the city code. Performs related duties as assigned.

Full job specifications may be viewed at: https://www.fresno.gov/wp-content/uploads/2023/05/Deputy-City-Clerk_7-20.pdf

City of Fresno: https://youtu.be/RjOUf52KPrk?si=NmkwtgYbTxdKcKOz

One current vacancy exists in the Office of the City Clerk. Immediate and future vacancies will be filled from this eligible list for a period of three (3) months from the date the eligible list is created, with the option of extending that period at the City's discretion. If the examination process is suspended for this recruitment, the eligible list may be limited to three (3) months.

THE REQUIREMENTS

Applicants must meet the minimum qualifications on or before the posted filing deadline in order to qualify for the examination and do not assure placement on the eligible list.

Possession of a high school diploma or GED equivalent

AND

THREE (3) years of increasingly responsible administrative experience, preferably within a public agency, which includes ONE (1) year of records maintenance.

Possession of a valid California Driver's License is required at time of appointment. Candidates considered for hire must provide proof of a valid driver's license and current copy of their driving record.

The selected eligible candidates certified will be required to successfully pass a Department interview, an extensive pre-employment background and a Department of Justice fingerprint prior to employment with the City of Fresno.

THE SELECTION PROCESS

The examination process may consist of the following:

APPLICATION REVIEW - Qualifying Only: Applications which meet the minimum qualifications will be reviewed and a limited number of the most qualified candidates will be invited to the oral examination. Selection of the most qualified candidates will be based upon those applications demonstrating the greatest breadth and depth of applicable education, experience, skills and training. Therefore, applicants are urged to submit sufficiently detailed information in their application materials for evaluation.

ORAL EXAM - 100%: A panel of subject matter experts will conduct a job-related oral examination to evaluate a candidate's knowledge of complex record keeping principles, the Brown Act, excellent customer service, skill to use computers and computer software, ability to work cooperatively and effectively with other departments, outside agencies, elected officials and the general public or other topics related to a candidate's training, experience and qualifications for the position of Deputy City Clerk.

Candidates must achieve a passing score to qualify for the eligible list.

The oral examination has been tentatively scheduled for the week of: October 19, 2026.

EQUAL OPPORTUNITY EMPLOYER

The City of Fresno is an Equal Opportunity Employer. Should you need special accommodation due to a qualifying disability, please contact the Personnel Service Department at [phone] in advance of the examination.