Deputy City Clerk ID - 16407
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Exciting Career Opportunity:
The City of Murrieta is accepting applications for the position of Deputy City Clerk to fill one (1) current vacancy in our City Clerk Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.
POSITION
Join a dynamic and dedicated team that values integrity, transparency, and excellence. Murrieta's City Clerk Team is seeking a passionate, tactical, focused self-starter with the capability to independently task-switch and prioritize competing deadlines. This is your opportunity to play a vital role in local government by serving City management and staff, the City Council, joint-governmental agencies, and our growing community. The Deputy City Clerk position will share the efforts with a committed Deputy City Clerk, a Records Manager, and a Senior Records Coordinator. The City Clerk Department serves with purpose and is looking for a motivated individual who wants to be part of a team where their contributions matter and their commitment to integrity is celebrated every day.
- Schedule is Monday through Friday, 8 am to 5 pm. This is an exempt position and may require work beyond the standard 40-hour workweek to meet business needs.
DESCRIPTIONUnder administrative direction, performs the duties and functions of the City Clerk's Office.
SUPERVISION RECEIVED AND EXERCISED
The Deputy City Clerk is the principal manager level classification. The employee is required to supervise, coordinate and review the work involved in the publication, filing, indexing and safe keeping of all proceedings of the City Council. Serves as acting City Clerk in the City Clerk's absence. The Deputy City Clerk is distinguished from the Records Manager by the level of responsibility assumed and the complexity of duties assigned.
CLASS CHARACTERISTICS
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Receives administrative direction from the City Clerk or his/her designee.
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Supervision is exercised.
ESSENTIAL FUNCTIONS
- Plans, coordinates and develops the preparation of City Council agendas in cooperation with City Management staff
- Coordinates and advises on the publication of ordinances, resolutions, and notices of hearings; coordinates execution and administration of all City contracts
- Coordinates bid opening process with initiating department, and monitors through bid opening and award of contract
- Participates in the preparation and coordination of the publication, posting, and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes
- Assists with the conduct of municipal elections, including preparation, issuance and acceptance of absentee ballots; preparation of appropriate resolutions and ordinances in conjunction with requirements for and results of the election; scheduling and preparing necessary documentation for Council to certify elections; posting election results; providing liaison to the County Registrar/Recorder office; and ensuring compliance with the Political Reform Act
- Assists with administration of oaths or affirmations; certification of authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents
- Oversees and post City Council actions, verifying administrative and substantive actions are finalized for public consumption
- Maintains the Municipal Code; Assists staff and the public with questions regarding official documents or actions of the City; explains policies and procedures related to agenda management
- Assists the City Clerk in administering the filing of Statements of Economic Interest and Financial and Campaign Disclosure Statements and reporting.
- Oversees and participates in the coordination, preparation, and distribution of the City Council Agenda, coordinating with the City Manager, City Attorney, City Clerk, and City departments
- Uses multiple channels including collateral, advertising, social media, editorial, sponsorships, co-op promotions, and “champion” relationships to market the Murrieta City Clerk Department
- Assists in the development, administration, and oversight of the department budget.
- Assists the City Clerk in planning and conducting municipal elections; prepares candidate packets; ensures information is in compliance with new Elections Code legislation; meets with candidates during filing period; responds to questions regarding campaign reporting requirements, works with the Registrar of Voters during election process; coordinates election management reporting through modem with the Registrar of Voters
- Assists in processing, indexing, filing and retrieving of all official City documents; responds to inquiries from City Council Members, City management and staff, and the general public regarding Council actions, official records, and interpretation of related policies, procedures and laws; researches, compiles and analyzes data for special projects and reports, as needed
- Provides assistance to the public and City staff by helping to identify records and information relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act
- Transcribes sensitive or confidential records information; certifies copies of official records
- Makes presentations in various public forums; may attend meetings in the absence of the City Clerk or as needed; attends City Council meetings and other public meetings as appropriate
- Prepares and administers department budget
- Prepares and presents verbal and written reports, as needed; formulates and presents proposals and recommendations; prepares post-Council agenda
- Prepares accurate and official action minutes of City Council meetings
- Supervises, motivates, plans, trains, directs, and evaluates the work of lower level staff
- Serves as acting City Clerk, as needed
- Prepares long range planning guide and action agenda
- Implements departmental policies and procedures; participates in departmental planning and training
- Prepares and writes a variety of reports for the City Clerk and City Manager
- Acts as the Commissions, Committees and Boards liasion between the City Clerk and various staff/commission members
- Performs other duties as assigned
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Minimum Qualifications
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EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
- An Associate’s degree from an accredited college or university with major coursework in business or public administration or a related field
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And
- Five (5) years experience in a government agency, including experience supporting City Council and/or City Clerk’s Offices; including, knowledge of Municipal practices and procedures, operations within a City Clerk’s Office and complex administrative responsibilities
Or
- A Bachelor’s degree from an accredited college or university with major coursework in business or public administration or a related field
And
- Three (3) years experience in a government agency, including experience supporting City Council and/or City Clerk’s Offices; including, knowledge of Municipal practices and procedures, operations within a City Clerk’s Office and complex administrative responsibilities
LICENSES AND CERTIFICATIONS
- Possession of or ability to obtain and maintain a valid California Driver's License or other means that would allow for the ability to commute to meetings, conduct site visits, and attend other special events throughout the county may be required at the time of hire
- Certified Municipal Clerk (CMC) certificate within one (1) year from hire.
- Certification as a Notary Public by the State of California is required within one (1) year from hire
Special Requirements
- Ability to attend special city events including weekends, evenings and holidays, as required
- Ability to attend night meetings and work extended hours, as needed and/or required
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Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions
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KNOWLEDGE OF
- Regulations and procedures governing the maintenance of documents and records in the custody of the City Clerk's Office
- Pertinent federal, state, and local laws, code and regulations related to division operations; California Notary laws
- Public Hearing procedures publication, posting and mailing requirements
- Principles and procedures of record keeping and reporting
- Procedures for administering municipal elections; familiarity with specialized electronic records management software
- Terminology of ordinances and resolutions
- Principles and procedures for municipal budgeting
- Occupational hazards and safety measures appropriate to work performed
- Operate various types of standard office equipment, including a personal computer and related software
- Operate a motor vehicle in a safe manner
- Principles and practices of contract administration.
- Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly
- Record-keeping principles and procedures
- Principles of providing functional direction and training
- City and mandated safety rules, regulations, and protocols
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed
ABILIY TO
- Interpret, explain, and apply division policies and procedures and pertinent federal, state, and local laws, codes and regulations
- Plan, organize and assist City Clerk with municipal elections, and election related matters
- Supervise, plan, train, direct, and evaluate the work of lower level staff
- Organize and prioritize projects and tasks in order to meet strict deadlines
- Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence; establish and maintain complex records and filing systems; provide information and organize material in conformance with policies and regulations
- Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner
- Prepare official minutes, resolutions and ordinances
- Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines
- Perform assignments with a high degree of independence
- Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work
- Understand and follow oral and written instructions
- Communicate clearly and concisely, orally and in writing
- Communicate respectfully and effectively with a diverse internal and external customer base; maintain confidentiality of information; remain calm, and exercise sound judgment when dealing with sensitive, complex, tense and/or confidential situations
- Use proper English, spelling, grammar and punctuation
- Serve as emergency services worker in the event of an emergency
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
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Supplemental Information
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APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov.
SELECTION PROCESS
Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which include a pre-hire physical and Live Scan background investigation.
EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.
THE COMMUNITY
Located just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.
