Senior Deputy City Clerk

City of Santa Ana; Santa Ana (CA); On-site; USD 65,000 - 100,000; Full time

Job summary

The City of Santa Ana is seeking a seasoned Senior Deputy City Clerk to manage complex administrative duties related to legislation, elections, and the City’s records program. You will support the City Clerk in Charter and Code-mandated functions and help ensure transparency and accessibility of public records.

Ideal candidates have five years of progressive administrative experience, including three in a City Clerk or similar office, with strong knowledge of records management, FOIA/PRAct

Qualifications

• Five years of progressively responsible administrative experience, including three years in the City Clerk or similar office.
• Experience with records management and public records acts is preferred.
• Ability to train staff and manage budgets is beneficial.

Responsibilities

• Prepares City Council Agendas and executes items for public records purposes.
• Ensures legal notice requirements are met.
• Processes deeds, projects, and certificates of insurance.
• Coordinates execution and tracking of City Manager and City Council approved agreements.
• Assists in conducting municipal elections.
• Schedules and bills Chapter 3 appeal hearings.
• Coordinates and reviews all City Council presentation documents and prepares agenda language.
• Formats minutes and agendas for the City’s website.
• Serves as staff support to the City Clerk at City Council meetings.
• Assists in managing all aspects of the City’s centralized records management program, including planning, receipt, storage, retrieval, and disposition of official City records.
• Coordinates responses to records requests in compliance with the California Public Records Act.
• Ensures proper filings of statements of economic interest as required by law.
• Provides training to departments regarding proper handling and destruction of records.
• Responds to inquiries from City officials, staff and the general public.
• Develops and maintains computerized databases.
• Assists in the management of the department budget.
• Performs other duties as assigned.

Skills

Microsoft Office (Word, Excel, Access)

Public interaction

Tools

MS Office Suite

Job description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.

The Senior Deputy City Clerk performs complex administrative work involving legislation and election matters, managing the City’s centralized records management program, and assisting the City Clerk in carrying out Charter and Code-mandated duties.

This recruitment is continuous with a first review of applications deadline of 11:59pm, Sunday, November 15, 2026. This recruitment can close at any time without notice after this deadline.

• Prepares City Council Agendas and executes items for public records purposes.
• Ensures legal notice requirements are met.
• Processes deeds, projects, and certificates of insurance.
• Coordinates execution and tracking of City Manager and City Council approved agreements.
• Assists in conducting municipal elections.
• Schedules and bills Chapter 3 appeal hearings.
• Coordinates and reviews all City Council presentation documents and prepares agenda language.
• Formats minutes and agendas for the City’s website.
• Serves as staff support to the City Clerk at City Council meetings.
• Assists in managing all aspects of the City’s centralized records management program, including the planning, receipt, storage, retrieval, and disposition of official City records.
• Coordinates responses to records requests in compliance with the California Public Records Act.
• Ensures proper filings of statements of economic interest as required by law.
• Provides training to departments regarding proper handling and destruction of records.
• Responds to inquiries from City officials, staff and the general public.
• Develops and maintains computerized databases.
• Assists in the management of the department budget.
• Performs other duties as assigned.

Five (5) years of progressively responsible administrative experience, including three (3) years in the City Clerk or similar office with a commitment to customer service. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience, education, and training must provide the knowledge, skills, and abilities listed below.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: Principles and practices of a centralized records management program; laws related to records retention; management of historic documents; methods and techniques of program development; applicable federal, state, and local laws, codes, and regulations, including the Public Records Act, the Freedom of Information Act, and Political Reform Act; methods and techniques of managing work assignments; modern office practices, methods, equipment, and software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.

Skill in: Microsoft office suite applications, including MS Word, Excel, and Access; and dealing with the public with courtesy and tact.

Ability to: Perform responsible clerical support work with accuracy, speed, and minimal supervision; compose correspondence rapidly and accurately; operate word processing equipment; operate computers and other modern office equipment; make operating decisions independently and in accordance with established policies and procedures; keep complex records; and cooperate and work effectively with other employees.

SPECIAL REQUIREMENTS

Must be willing and able to work evenings, nights, weekends, and holidays, as needed.

Performance Examination (Tentatively scheduled for November 20, 2026) (Qualifying) will assess the candidates' proficiency in identifying and correcting errors within written text. The exam will be available via an online testing platform.

Oral Interview Examination (Tentatively scheduled for the week of November 30, 2026) (Weight of 100%) will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score in order to be placed on the eligible list.

Candidates must achieve a passing score in every component of the selection process in order to be placed on the eligible list. The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.