Deputy City Clerk

DEFINITION

Under director, to assist in administering the day-to-day operation of the City Clerk's Office; to provide support to the City Clerk in the preparation of agendas, minutes, and follow-up; to maintain specialized filing and record systems; to perform a variety of difficult and specialized typing, transcription, clerical, word processing and administrative duties; preforms the duties of the City Clerk when assigned; acts as Deputy Registrar of Voters and Notary Public; and performs related duties as required.

Assists in preparing and posting agendas and agenda packets

Attends City Council meetings to take and transcribe minutes; prepares and distributes City Council meeting minutes after meetings; records and replays City meetings for cable access channels

Informs all outside agencies and City departments involved in an action of the City Council; gives out information interpreting and explaining City records, ordinances, laws, and procedures; composes and prepares correspondence and records

Revises and/or maintains the official files and records of the City

Receives claims and lawsuits served on the City; processes contracts, including monitoring of insurance policies; revises and maintains City code of Ordinances; researches files to provide information to City staff, officials, and the public

Assists in preparation for and conduct of elections and acceptance of petitions

Maintains an index file on all Council actions, ordinances, resolutions, contracts, agreements, encroachments, lien deeds and easements; formats resolutions for City Council signatures as necessary

Supervises publications of legal notices and ordinances and administers contract with newspaper; attends bid openings

Responds to inquiries in person, over the phone, and/or by email

Maintains files and distributes various codes and forms for reports required under the Fair Political Practices Act

Executes, records, certifies, and/or notarizes municipal documents

Serves as City Clerk in absence of City Clerk

Maintains the City Clerk's webpage with updated information and notices; responsible for cable television recordings and replay schedule 

Knowledge, Skills, & Abilities: 

Knowledge of:
Operational characteristics, services, and activities of the functions, programs, and operations of a City Clerk's Office
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases
Principals of business letter writing and report preparation
Customer service and public relations methods and techniques
Principals and procedures of record keeping and filing
Methods and techniques of proper phone etiquette
English usage, spelling, grammar, and punctuation.

Ability to:
Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced secretarial, and routine programmatic support functions of a general or specialized nature in support of the City Clerk's Office with only occasional instruction or assistance
Type or enter data at a speed necessary for successful job performance
Plan, lay out and supervise office procedures and filing and record systems
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications
Review work for accuracy and completeness
Learn and interpret rules, regulations, laws, and processes
Make decisions in procedural matters
Work effectively with the public and function in situations requiring tact, diplomacy, and discretion
Understand and carry out oral and written directions
Write effectively; perform shorthand or speed writing is highly desirable
Communicate clearly and concisely, both orally and in writing
Establish and maintain effective professional working relationships with those contacted in the course of work.

Education and Experience:  Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be:

High school diploma or equivalent education and experience. Associate's Degree in Public Administration or a related field is desirable.

Three years of increasingly responsible experience performing complex administrative support duties in a municipal government setting, two of which must have been in a City Clerk's Office providing professional administrative support. Experience must also include frequent contact with the public.

Licenses/Certificates: 
Certified Municipal Clerk is preferred.

Possession of a valid Class C California Driver's License with a safe driving record is required and must be maintained as valid during the course of employment.

Must be able to qualify as a Notary Public and must be bondable. 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment:  Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.

Physical:  Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision:  See in the normal vision range, with or without correction.

Hearing: Hear in the normal audio range, with or without correction.

The City of Hermosa Beach places a high priority on the health and safety of our City’s workforce and our community. Consistent with that commitment, in light of the substantial and growing body of evidence that vaccinations remain the most effective protection against the spread the COVID-19, we require that all City staff members, Commissioners/Board Members, contractors, and volunteers of our City be fully vaccinated. All City staff members must be fully vaccinated by November 12, 2021, as a condition of employment. Exceptions are available only for those who need an accommodation under a medical/disability or religious exemption.

The City of Hermosa Beach is committed to building a diverse, equitable and inclusive work environment. We provide an environment of mutual respect where equal employment opportunities are available to all City staff members and applicants without regard to status as protected by applicable federal, state, or local law.