The Deputy City Clerk position will perform a full range of highly responsible, confidential and complex administrative duties. The position is responsible for assisting the City Clerk in the administration of the City Clerk’s office operations, including performing required duties for City Council services and records management; establishing and maintaining organizational procedures and tracking systems for legislative compliance with State and local laws and regulations; preparing agenda packets; following up on Council actions; and coordinating various election activities. Attendance at evening and weekend community events is required.

The Ideal Candidate will possess:

A strong desire and proven ability to provide excellent customer service
Outstanding teamwork skills
Exceptional interpersonal and problem solving skills
Excellent verbal and written communication skills
Experience performing complex administrative support duties in a City Clerk's or other governmental or law office
Experience working in municipal elections
Certified Municipal Clerk designation is highly desirable.
Commissioned as a Notary Public in the State of California

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Duties may include, but are not limited to, the following:

Function as the City Clerk in his/her absence
Attend City Council or other legislative/advisory body meetings in order to take and transcribe action minutes
Draft, type, edit, assemble, distribute, and post City Council meeting agendas, packets and related materials, memos, resolutions, ordinances, notices, proclamations, and letters
Prepare, sign, seal, and process resolutions, proclamations, agreements, ordinances, City Council meeting follow-up assignments, and other municipal legal documents
Assist in the preparation, distribution, and retention of City Council records including meeting minutes, agendas, and staff reports, and ensures proper procedures for notification and certification of Council actions
Assist in conducting City election activities in coordination with the County Registrar of Voters
Maintain records and carry out recruitment procedures for, and appointments to, City Boards and Commissions
Maintain a variety of municipal files and records, including processing files for temporary or permanent retention or scheduled records destruction
Research, gather, and compile information and/or records for a variety of reports, and in response to requests for information from the public or members of the press
Assist in the distribution, processing, and web posting of filings required by the Political Reform Act
Independently initiate specified correspondence for signature by appropriate management, supervisory, or professional staff; review finished materials for completeness, accuracy, and format
Assist in the design and implementation of systems and forms for operational use; establish and maintain a variety of complex records indexing, filing, retrieval, and retention systems
Schedule and arrange meetings; organize own work, sets priorities, and meet critical deadlines
Attest to and/or notarize a variety of documents
Answer telephone calls, respond to e-mail, phone, and counter requests for information and assistance; provide appropriate referrals to City staff and other agencies
Perform related duties as assigned

Knowledge of:

California law as it pertains to municipal elections, Brown Act, Public Records Act, Maddy Act, and the regulations and requirements for compliance with the Political Reform Act
Operations and organization of municipal government
City's codes, policies, rules, administrative regulations, and procedures
Legal requirements regarding the preparation and retention of municipal records
Principles and procedures of record keeping, including computer imaging
Practices and procedures for the efficient operation of an administrative office
Methods of research
Basic business arithmetic
Correct English usage, spelling, grammar, punctuation, letter writing and basic math

Ability to:

Understand the organization and operation of the City, the City Clerk's Office, and of outside agencies as necessary to assume assigned responsibilities
Perform complex administrative work
Identify and respond to community and Council issues, concerns, and needs
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals
Compile and maintain complex and extensive records and filing systems in accordance with industry standards and state law
Operate and use modern office equipment including a variety of computer hardware and software programs
Establish and maintain cooperative working relationships with those contacted in the course of work including City and other government officials and staff, community groups, the general public, and media representatives
Communicate effectively, orally and in writing
Interpret, analyze, and apply rules, departmental policies, and Federal, State and local laws, codes and regulations
Compose correspondence independently
Type accurately at a speed necessary for adequate job performance
Research information on the Internet
Take dictation or transcribe from a dictating machine at a speed necessary for adequate job performance

Experience and Education: Any combination equivalent to experience and education that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience – Sufficient years of experience providing journey level administrative support in an organization similar to the City of Santa Rosa to demonstrate possession of the knowledge and abilities listed above. Experience in a City Clerk's or other governmental or law office is desirable; Education – College level course work in business, public administration, or a related field. Certified Municipal Clerk designation is highly desirable.

SPECIAL REQUIREMENTS:

Ability to attend evening meetings is required.

License or Certificate

Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Drivers’ License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.

Ability to be commissioned as a Notary Public in the State of California prior to completion of probation is required.

ADDITIONAL INFORMATION:

Working Conditions:
Work is primarily conducted indoors in an office environment. Incumbents are required to meet the public face-to-face in individual and group settings; enter data into, and retrieve data from, personal computers and terminals via a keyboard which requires repetitive arm/hand movement; operate office equipment, such as a transcribing machine, which requires the coordination of movement of more than one limb; use stomach and lower back muscles to support the body in order to sit for extended periods of time while operating word processing equipment or taking minutes at City Council meetings; lift and carry short or long distances objects such as boxes of files, office supplies, and other packages weighing up to 25 pounds; lift arms above shoulder level in order to remove and re-file binders on shelves or climb ladders or steps in order to reach objects; prepare boxes or bundles of forms, tapes, or other material for distribution or mailing; differentiate between colors when coordinating or locating color-coded forms or files; use near and far vision to read correspondence, use the computer, and set up video presentations for Council meetings; hear ordinary conversations typically in a quiet environment; and use verbal communication to provide customer service both face-to-face and over the telephone.

The City of Santa Rosa is proud to be an equal opportunity workplace.

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About City of Santa Rosa

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce.

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