Senior Deputy City Clerk: Records, Elections & Compliance

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 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