Senior Deputy City Clerk

City of Hawthorne; Hawthorne (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

The City of Hawthorne is seeking a City Clerk to oversee daily operations, coordinate City Council meetings, and manage official records and notices. The role requires handling minutes, ordinances, resolutions, and ensuring compliance with public records laws and elections procedures.

Responsibilities include supervising staff, coordinating with the County on elections, and maintaining a robust record management and retention program for the city.

Qualifications

• Bachelor’s degree in public administration, business administration or a related field.
• Five years increasingly responsible administrative experience, including supervisory duties.

Responsibilities

• Oversee daily operations of the City Clerk’s Office.
• Coordinate City Council meetings; manage agenda reports and notices.
• Analyze and enforce laws related to public records, elections, and conflicts of interest.
• Prepare minutes, ordinances and resolutions; post meetings and maintain records.
• Coordinate elections with the County; handle filings and deadlines.
• Maintain filing systems and retention programs; respond to inquiries from officials and the public.
• Supervise staff; provide coaching and develop department policies and training.

Education

Bachelor’s degree in public administration, business administration or a related field

Job description

• Oversee daily operations of the City Clerk’s Office; plan and coordinate activities and services within the City Clerk’s office; prepare, recommend and implement in development of department goals, objectives, policies and procedures.
• Coordinate and prepare City Council meetings; coordinate all agenda reports; publish legal notice advertisements and public hearing notices in coordination with City departments.
• Analyze, enforce and explain laws and regulations related to public records, meeting notifications, archival research, municipal elections, campaign financing and conflict of interest.
• Perform legislative body meeting transactional work including overseeing of the transcription and distribution of minutes, document proofing, formatting and processing of ordinances and resolutions, tracking commission and committee actions, and posting of meetings on legislative content work.
• Process ordinances for codification in the Municipal Code to reflect actions of the City Council; update codebooks and mail outs.
• Keep an accurate record of the proceedings of the City Council; follow up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances and vital records.
• Respond to inquiries from City Officials and City staff regarding official City actions as well as functions and processes related to the City Clerk’s Office; and resolve problems and issues.
• Maintain centralized filing systems and computerized database of official City documents and records, including agendas, minutes, resolutions, ordinances and staff reports.
• Coordinate elections with the County including voter registration, candidate nominations and the review and filing of financial disclosure statements; advise candidates as to procedures and deadlines; appoint absentee board, election officers and alternates for special City elections.
• Respond to Public Records Act requests; receive and respond to inquiries from the press, other agencies, interested parties and the public; receive, copy and route responses to appropriate City representatives.
• Provide a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history, and Fair Political Practices Commission filings.
• Manage, organize and update the City’s record management and retention program, and assist City departments with records retention compliance, preparation, resources, and offsite storage coordination.
• Oversees the review of agreements, contracts, purchase orders and special projects for compliance with insurance and business licensing requirements; coordinates bid processes for City projects; disseminates, receives and opens bids according to federal, state and municipal law; oversees the processing of all claims and subpoenas filed against the City.
• Prepares various technical reports, correspondence and statements according to federal and state rules, regulations and laws and City policies and procedures.
• Supervise, train and evaluate the performance of assigned staff; provide coaching and recommendations for performance improvement and development; and initiate corrective and/or disciplinary action according to established personnel policies and procedures and in consultation with Human Resources.
• Coordinate, maintain and serve as filing officer for statements of economic interest for designated employees, certain appointed officials, officeholders, candidates and committees; coordinate City Council, City Manager, City Attorney and other filings with the Fair Political Practices Commission.
• Coordinate and maintain compliance filings related to state campaign disclosure laws, City Conflict of Interest Code, AB 1234 Ethics requirements, and other compliance training for elected and appointed officials.
• Maintain current knowledge of new trends, innovations, updated and new laws related to the City Clerk’s Office; and participate in professional group meetings and professional development trainings.
• Prepare and monitor department budget; monitor expenditures and recommend modifications or adjustments, as appropriate.
• Develop citywide training materials including those related to City Council agenda processes, formats and standards.
• Performs other related work as requested and assigned.

• Oversee daily operations of the City Clerk’s Office; plan and coordinate activities and services within the City Clerk’s office; prepare, recommend and implement in development of department goals, objectives, policies and procedures.
• Coordinate and prepare City Council meetings; coordinate all agenda reports; publish legal notice advertisements and public hearing notices in coordination with City departments.
• Analyze, enforce and explain laws and regulations related to public records, meeting notifications, archival research, municipal elections, campaign financing and conflict of interest.
• Perform legislative body meeting transactional work including overseeing of the transcription and distribution of minutes, document proofing, formatting and processing of ordinances and resolutions, tracking commission and committee actions, and posting of meetings on legislative content work.
• Process ordinances for codification in the Municipal Code to reflect actions of the City Council; update codebooks and mail outs.
• Keep an accurate record of the proceedings of the City Council; follow up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances and vital records.
• Respond to inquiries from City Officials and City staff regarding official City actions as well as functions and processes related to the City Clerk’s Office; and resolve problems and issues.
• Maintain centralized filing systems and computerized database of official City documents and records, including agendas, minutes, resolutions, ordinances and staff reports.
• Coordinate elections with the County including voter registration, candidate nominations and the review and filing of financial disclosure statements; advise candidates as to procedures and deadlines; appoint absentee board, election officers and alternates for special City elections.
• Respond to Public Records Act requests; receive and respond to inquiries from the press, other agencies, interested parties and the public; receive, copy and route responses to appropriate City representatives.
• Provide a variety of information gathering and records retrieval research services to the public and public officials regarding elections, local government legislative processes and actions, municipal corporate history, and Fair Political Practices Commission filings.
• Manage, organize and update the City’s record management and retention program, and assist City departments with records retention compliance, preparation, resources, and offsite storage coordination.
• Oversees the review of agreements, contracts, purchase orders and special projects for compliance with insurance and business licensing requirements; coordinates bid processes for City projects; disseminates, receives and opens bids according to federal, state and municipal law; oversees the processing of all claims and subpoenas filed against the City.
• Prepares various technical reports, correspondence and statements according to federal and state rules, regulations and laws and City policies and procedures.
• Supervise, train and evaluate the performance of assigned staff; provide coaching and recommendations for performance improvement and development; and initiate corrective and/or disciplinary action according to established personnel policies and procedures and in consultation with Human Resources.
• Coordinate, maintain and serve as filing officer for statements of economic interest for designated employees, certain appointed officials, officeholders, candidates and committees; coordinate City Council, City Manager, City Attorney and other filings with the Fair Political Practices Commission.
• Coordinate and maintain compliance filings related to state campaign disclosure laws, City Conflict of Interest Code, AB 1234 Ethics requirements, and other compliance training for elected and appointed officials.
• Maintain current knowledge of new trends, innovations, updated and new laws related to the City Clerk’s Office; and participate in professional group meetings and professional development trainings.
• Prepare and monitor department budget; monitor expenditures and recommend modifications or adjustments, as appropriate.
• Develop citywide training materials including those related to City Council agenda processes, formats and standards.
• Performs other related work as requested and assigned.

Education, Training and Experience

• Bachelor’s degree in public administration, business administration or a related field.
• Five (5) years increasingly responsible administrative experience, including three (3) years of progressively responsible experience performing complex administrative office work in a City Clerk’s office.
• Supervisory experience is highly desirable.

Licenses, Certificates and/or Special Requirements

• Must possess a valid California Class C driver’s license and an acceptable driving record.
• Certified California Notary Public within one year of appointment is required.
• Certified Municipal Clerk (CMC) certificate is required.
• Master Municipal Clerk (MMC) certificate is desirable.