Deputy City Clerk

City of Temple City; Temple City (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

City of Temple City is seeking a capable City Clerk Assistant to support agenda development, record keeping, and election tasks. You will help publish notices, maintain archives, and assist with contract insurance compliance and municipal code duties.

The role requires strong communication, attention to detail, and the ability to work independently while upholding open meeting and public records laws.

Qualifications

• Equivalent to high school diploma and three years of admin support experience.

Responsibilities

• Prepare, assemble, and distribute agenda packets.
• Record and maintain legislative history of City Council actions.
• Maintain official City documents using records retention schedules.
• Assist with Municipal Code maintenance.
• Ensure certificates of insurance for contracts are current.
• Process invoices and purchase orders.
• Respond to public records inquiries.
• Assist in elections and FPPC filings.
• Publish and mail official notices.
• Update government cable TV channel and department webpage.
• Perform City Clerk duties in absence of City Clerk.

Skills

Public records management

Agenda preparation

Minutes recording

Communication skills

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Records management system

Email handling

Job description

Under general direction, performs responsible duties of above average difficulty in support of the activities and services of the City Clerk's Office; assists in the development, publication, and distribution of agendas; assists in the care and custody of official City records; assists the City Clerk in elections; provides public records information; ensures insurance requirements are met by all contractors; and assumes responsibility for the administration of the department in the absence of the City Clerk.

• Participates in the preparation, assembly, and distribution of agenda packets.
• Records and maintains legislative history of City Council actions.
• Assists in the maintenance of official City documents utilizing the city's records retention schedule and filing index.
• Assists with Municipal Code maintenance.
• Ensures that certificates of insurance for all City Council approved contracts are current.
• Processes various financial documents including invoices and purchase orders.
• Processes and issues applications for street banner permits and coordinates with assigned departments.
• Responds to inquiries from the public and staff requesting public records.
• Assists in the publication and mailing of official notices.
• Assists in the election process and submission of Fair Political Practices Commission filings. Assists in the distribution and coordination of responses to internet electronic mail and receipt of facsimiles.
• Assists in updating information on the government cable TV channel and the department's internet web page including publication of City Council meetings.
• Assists with the recordation of official City records; assists with proclamations, commendations, memoriam, and certificates of recognition with the City Council.
• Assists with complex city council records and archives including ensuring complete, accurate, and trustworthy records; maintains complex research indexes so records can be located and retrieved.
• Performs the duties of the City Clerk in his/her absence.

Knowledge of:

• Operations, services and activities of City Clerk's Office.
• Methods and techniques of public meeting agenda preparation and notification requirements.
• Principles and practices used in recording and transcribing public meeting minutes.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures and methods including computers and supporting word processing and spreadsheet applications.
• Business letter writing and basic report preparation and procedures.
• Pertinent federal, state and local laws, codes and regulations.
• Legal requirements related to open meetings, public records, election laws, boards and commissions, and related record keeping requirements and maintenance; procedures and legal requirements necessary to develop, maintain, archive, preserve, and protect municipal records.
• Principles of community relations.

Ability to:

• Perform complex administrative duties in support of the City Clerk's office.
• Analyze situations carefully and adopt effective courses of action.
• Assist in the planning, organizing, and directing of the functions of the City Clerk's office.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Interpret, explain, and apply pertinent laws, regulations, policies, and procedures.
• Provide information and organize material in compliance with laws, regulations, and polices.
• Maintain a variety of complex automated and manual files and records.
• Assist in organizing, supervising, and implementing the City's records management program.
• Prepare clear and concise reports.
• Follow and comply with written and oral instructions.
• Perform administrative detail work.
• Ensure all City Clerk business documents comply with the office standards and guidelines.
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:

Equivalent to completion of high school and three years of administrative support or related experience, including some experience closely related to the functions and duties of the Office of City Clerk.

Other Qualifications:

Possession of a valid Class C motor vehicle operator's license from the State of California.

Possession of a valid certificate as a California Licensed Notary and certification as a Certified Municipal Clerk.

Municipal experience is preferred.

Physical Demands:

• Ability to sit for up to four hours at a time.
• Ability to see.
• Ability to climb a footstool or ladder for the purposes of retrieving records from storage.
• Ability to get from one location to another in the course of doing business.

Note:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be a comprehensive list of responsibilities, duties, and requirements. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.