Senior Deputy City Clerk

City of Chula Vista, CA; Chula Vista (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

City of Chula Vista, CA is seeking an advanced City Clerk to perform complex secretarial, technical and administrative duties in support of the City Clerk's Office. This role leads assigned staff and assists in day-to-day operations, handling agendas, minutes, records, and elections compliance.

The position emphasizes supervisory responsibilities, election administration, and code updates. A candidate should have four years in a City Clerk’s Office, a relevant degree, and a Certified Municipal

Qualifications

• Four years in a City Clerk’s Office including elections and recordkeeping.
• Associate degree required; Bachelor’s degree preferred.
• Certification as Certified Municipal Clerk (CMC).

Responsibilities

• Assign, supervise, and review the daily workload of assigned staff.
• Prepare agendas for City Council, Redevelopment Agency, Housing Authority and PFA meetings.
• Coordinate the preparation, assembly and distribution of agenda packets.
• Attend council meetings and prepare minutes and transcripts.
• Process resolutions and ordinances; ensure accuracy and compliance.
• Provide guidance and training to staff and maintain records management.

Skills

Policy interpretation

Record keeping

Discretion

Minutes transcription

Written communication

Independent work

Interpersonal skills

Public speaking

Education

Associate degree

Bachelor's degree desirable

Job description

To perform a variety of complex secretarial, technical and administrative duties in support of the City Clerk's Office; to assist the City Clerk in the day-to-day functions of the department; and to perform other related work.

This is the advanced journey level class within the Deputy City Clerk series. Employees in this class are distinguished from the Deputy City Clerk by the performance of the full range of duties including technical and functional guidance of assigned staff and is generally assigned the more complex and difficult work projects. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

Supervision Received and Exercised

Receives direction from the City Clerk. Exercises direct supervision over assigned staff. While not a mandatory requirement, supervisory experience is highly desirable and may be taken into consideration during the candidate evaluation process.

Essential Functions

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

• assign, supervise, and review the daily workload of assigned staff.
• review and evaluate employees work performance.
• work with employees to correct deficiencies.
• implement discipline procedures as directed.
• prepare performance evaluations.
• participate in the selection of staff and provide and/or coordinate staff training.
• prepare agendas for City Council, Redevelopment Agency, Housing Authority, and Public Financing Authority meetings.
• coordinate the preparation, assembly and distribution of 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.
• attend City Council, Redevelopment Agency, Housing Authority and Public Financing Authority meetings attend meetings, which may be held in the evening and occasionally on weekends.
• record actions taken, prepare actions, minutes and verbatim transcripts of meeting proceedings and prepare official minutes.
• process resolutions and ordinances approved at City Council, Redevelopment Agency, Housing Authority and Public Financing Authority meetings.
• review for accuracy, completeness and direction.
• obtain necessary signatures.
• assist the City Clerk and Assistant City Clerk with planning and conducting municipal elections and other departmental programs and projects.
• process Charter amendments.
• codify ordinances and update the Municipal Code.
• ensure that disclosure requirements are met under the Political Reform Act and Conflict of Interest Code.
• research and analyze complex legal and administrative issues and prepare independent recommendations.
• assist in the development of department and City-wide training related to areas of assignment.
• provide technical expertise and oversight to other departments in the conversion of records to the City-wide records management program.
• update and maintain the department procedures manual, Council Policy Manual, and various handbooks.
• 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.
• compose and/or edit administrative and technical documents, such as resolutions, ordinances and official minutes, for content and grammar.
• administer oaths of office to new employees and board, commission and committee members.
• attend and participate in professional group meetings, conferences and training.
• stay abreast of new laws, trends and innovations in assigned area of responsibility.
• may provide technical guidance and expertise over subordinate staff.
• and perform related work as required.

Experience

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:

Four years of increasingly responsible experience in a City Clerk’s Office that includes election administration; campaign statement and conflict of interest oversight; developing agendas and preparing minutes; maintaining official records; and frequent contact with the public.

Training

Equivalent to an Associate’s degree in public administration, office administration, business office technology, or a closely related field. Possession of a Bachelor’s degree is highly desirable.

License or Certificate

Certification as a Certified Municipal Clerk (CMC) from the International Institute of Municipal Clerks.

Knowledge of

• Legal requirements of a City Clerk’s Office.
• City ordinances and laws.
• government organization, rules and regulations.
• principles and practices of municipal government administration.
• Fair Political Reform Act reporting requirements.
• State and federal election laws and Brown Act and Maddy Act procedures.
• principles of records management and retention.
• modern office practices, methods and procedures.
• modern secretarial practices and procedures.
• computer equipment and software applications related to assignment.
• English usage, spelling, grammar and punctuation.
• and principles and practices of customer service.

Ability to

• 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, both orally and in writing.
• Work independently and with minimal supervision.
• Work with complete discretion and confidentiality.
• Take and transcribe accurate minutes.
• Type at a speed necessary for successful job performance.
• Establish and maintain effective working relationships with those contacted in the course of work.
• And work with various cultural and ethnic groups in a tactful and effective manner.

Working Environment

Primary work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level; there is some exposure to the external environment when going to outlying offices. Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Employees may be required to work evenings to attend City Council meetings.

Recruitment No. 26220809