This 39 square mile city situated in north San Diego County with an approximate population of 110,977 offers a great climate, beautiful beaches and lagoons, and abundant natural open space. World class resorts, family attractions, well-planned neighborhoods, a diverse business sector and a charming village atmosphere combine to create the ideal California experience.
The Position:
The City of Carlsbad is currently seeking for an experienced, enthusiastic, and motivated Deputy City Clerk to become a part of its City Clerk’s team. Under general supervision of the City Clerk Services Manager, the Deputy City Clerk, performs a variety of responsible secretarial, and technical duties in support of the City Clerk’s Office. This position, assists in the day to day functions of the department; and performs other related work. The person in this position has the ability to perform the full range of duties assigned; including, but not limited to assisting in the preparation, custody, reservation, and distribution of official city documents and records; preparing agenda and supporting material for City Council meetings; attending and taking minutes at public meetings in the absence or at the direction of the City Clerk Services Manager; responding to public and staff inquiries regarding public records, policies, procedures, assisting the City Clerk Services Manager in the election process; and performing related duties as required.
Key Responsibilities:
Functions may include, but are not limited to the following:
Obtain necessary signatures; maintain computerized applications and system to index, store, retrieve, and destroy records and documents, research a variety of legal and administrative issues and prepare recommendations to the City Clerk and the City Clerk Services Manager.
Attend and participate in department staff meetings, city staff meetings and training sessions, professional group meetings, and conferences.
Answer inquires requiring an understanding of the application of policies, rules and regulations.
Assist with the preparation, assembly of City Council 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; read, interpret and apply laws, rules and directions related to state and Federal election law, the Political Reform Act, the Public Records Act, the Maddy Act, the Brown Act, and local ordinances.
Attend meetings of the City Council and other public meetings as directed, and provide an accurate transcript of the proceedings in accordance with established policies and procedures; provide verbatim transcripts of portions of the proceedings when required; process resolutions and ordinances approved at City Council meetings; review for accuracy, completeness and direction, and respond to public/staff inquiries concerning those meetings.
Prepare, distribute, and manage the codification of the Municipal Code.
Assist with implementation of the Records Management Program, including the filing, coding, indexing and distribution of documents; and coordinating the storage, archiving and destruction of records.
Maintain the roster and membership status of the City’s boards, commissions, and committees; monitor board, commission, committee member recruitment vacancies; prepare and submit related reports to the Mayor and Council; procedural processes and ethics; update the Board and Commission Handbook.
Assist in the planning and conducting of municipal elections and other legal requirements of the department; process Charter amendments; assist with Political Reform Act Filings (e.g. statements of economic interests, campaign statements); responding to inquiries by filers; reviewing forms for completeness when filed; and processing necessary amendments/corrections with filers.
Process requests for bond reductions/releases from other departments, reviewing records on file to verify accuracy. Comply with the local, State and Federal Laws regarding release of retention and bonds.
Process administrative contracts/agreements for approval and signatures in accordance with established procedures.
Assist in coordination of advertising, including preparation of legal notices ensuring timely publication and review of invoices for accuracy, and placement of notices in designated locations.
Prepare Foreign Residence Certificates for residents.
Maintain City Clerk’s Office information and pages on website.
Prepare and track recorded documents.
Assist in the preparation of departmental budget; monitor expenditures and accounts payable functions.
Type, edit and proofread a variety of letters, reports, forms, notices and other correspondence for grammatical and procedural accuracy.
Train other office staff on City Clerk’s Office procedures, and policies as directed to support succession plan. This may also include the coordination and supervision of volunteers.
Assist in the development of goals, objectives, policies, and procedures in the City Clerk’s Office, participate in recommending departmental and organizational changes. Assist in the preparation and maintenance of the office procedure manual.
Provide back-up support and oversight of the front desk in reception area of the City Manager’s Office, as needed. May serve as Acting City Clerk when so designated.
Perform other related duties as assigned.
Qualifications:
To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job. The requirements listed below are representative of the knowledge, skill and/or ability required.
Knowledge of:
Modern office procedures and records management methods.
Computer systems and Microsoft software applications.
Applicable federal, state and municipal laws, regulations, policies and procedures as required by the job assignment.
Fair Political Practices Commission filing requirements as required by the duties of the job.
Municipal organization and functions of city departments.
Ability to:
Demonstrate and foster excellent customer service.
Understand, interpret, and explain laws, regulations, policies and procedures.
Attend meetings of the City Council and subsequently prepare a set of minutes accurately summarizing conversations, discussions, and comments documenting action taken.
Assist the public, City officials, staff and others contacted in the course of work with diplomacy and tact.
Work cooperatively and establish effective relations with others.
Communicate effectively, orally and in writing.
Analyze data and prepare reports independently.
Follow and comply with written and oral instructions.
Experience & Education:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:
Equivalent to completion of the twelfth grade or GED preferably supplemented by courses or training in areas related to the functions of the department such as specialized business courses.
Five (5) years progressively responsible clerical or secretarial functions, including administrative and technical duties related to the work of a City Clerk’s Office. Specific experience working in a City Clerk’s Office environment is highly desirable.
PHYSICAL STANDARDS:
While performing the duties of this class, an employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms; kneel, crouch; and lift up to 30 pounds. An employee is frequently required to walk and stand. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office and computer equipment as necessary during the course of the work assignments.
While performing the duties, employees of this class are regularly required to use written and oral communication skills; read and interpret narrative and statistical data, information and documents; analyze and solve problems; use reasoning and abstract concepts; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact with staff, technical vendors and others encountered in the course of work.
Incumbents may occasionally need to travel to various city locations or to off-site meetings as necessary and as the assignment demands.
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