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Senior Deputy City Clerk
2 months ago
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.
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.
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received.
The deadline for the first review of applications is 8:00 AM on Thursday, May 23, 2024.
Applicants are encouraged to submit applications early.
Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment.
This recruitment may close at any time without notice after the first review 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.
All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire.
Resumes or faxed copies will not be accepted in lieu of the City online application.
Stating "See Resume" is not an acceptable substitute for a completed application.
To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time:
Online Employment Application Guide
.
Applications will be reviewed by the Human Resources Department.
Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:
Oral Interview Examination (
Tentatively scheduled for Thursday, May 30, 2024
)
: (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.
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.
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