Carlsbad - The Community 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 seeking an experienced, enthusiastic, and motivated Deputy City Clerk to become a part of its City Clerk Records Management team. Under the general supervision of the City Clerk Services Manager, the Deputy City Clerk, performs a variety of responsible 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.
Recruitment Process: Exam: tentatively scheduled for 3/20/2019 Oral Board Interview: tentatively scheduled for the week of 3/25/2019
Obtain necessary signatures on documents
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 Services Manager
Attend and participate in department staff meetings, city staff meetings and training sessions, professional group meetings, and conferences
Answer inquiries requiring an understanding of the application of policies, rules, and regulations
Assist with the preparation and assembly of City Council agenda packets
Coordinate with departmental representatives to assure agenda items are received by the appropriate deadline and in the correct format
Post and distribute notices; read, interpret and apply laws, rules and regulations 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 relating to those meetings
Prepare, distribute, and manage the codification of the Municipal Code
Maintain the roster and membership status of the City's boards, commissions, and committees
Monitor board, commission, committee member recruitment vacancies
Prepare and submit reports to the City Manager and City Attorney
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
Assist with Political Reform Act Filings (e.g. statements of economic interests, campaign statements)
Respond to inquiries by filers
Reviewing forms for completeness when filed, and processing necessary amendments/corrections with filers
Process bond reductions/releases from other departments, reviewing records on file to verify accuracy
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
Maintain City Clerk's Office information and pages on the 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
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
May serve as Acting City Clerk when so designated
Route and respond to Public Records Act requests
Train City staff on Public Records Act response software
Perform other related duties as assigned
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.
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
Demonstrate and foster excellent customer service
Understand, interpret, and explain laws, regulations, policies, and procedures
Attend evening 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
Some college courses or training in areas related to the functions of the department such as specialized business courses is desirable
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
Certified Municipal Clerk designation, highly desirable
Must obtain within three years
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.
Mission: The City of Carlsbad enhances the lives of all who live, work and play in our city by setting the standard for providing top quality, efficient local government services.
Vision: A world-class city.
Open space and the natural environment: Prioritize protection and enhancement of open space and the natural environment. Support and protect Carlsbad’s unique open space and agricultural heritage.
Small town feel, beach community character, and connectedness: Enhance Carlsbad’s defining attributes – its small-town feel and beach community character. Build on the city’s culture of civic engagement, volunteerism, and philanthropy.
Access to recreation and active, healthy lifestyles: Promote active lifestyles and community health by furthering access to trails, parks, beaches, and other recreation opportunities.
The local economy, business, and tourism: Strengthen the city’s strong and diverse economy and its position as an employment hub in nor San Diego County. Promote business diversity, increased specialty retail and dining opportunities, and Carlsbad’s tourism.