What are the responsibilities and job description for the Deputy City Clerk II position at City of Chula Vista, CA?
Salary
$6,576.83 - $7,994.20 Monthly
Location
Chula Vista, CA
Job Type
Full-Time, At-Will
Job Number
25224301
Department
City Clerk
Opening Date
01/29/2025
Closing Date
2/26/2025 5:00 PM Pacific
Description and Essential Functions
The Deputy City Clerk II will perform the full range of complex, specialized technical and administrative work in the City Clerk's Office, including work related to the lifecycle of meetings of the City Council and other legislative bodies, maintenance of and requests for public records, administration of City Council-appointed boards and commissions, and State-mandated disclosure filings. The incumbent will develop and maintain procedures in compliance with applicable regulations and policies; develop and provide citywide staff training in related areas; supervise staff as needed; and perform related work as required. This is an unclassified, at-will position.
The current vacancy will be an important team member in the Records and Information Management (RIM) division within the City Clerk’s Department. The RIM division ensures transparency and efficiency in managing the City’s public records and is comprised of the Records Manager, the Deputy City Clerk, and a Senior Records Specialist. Staff in the division process public records requests, maintain the City’s records retention schedule, and administer the enterprise-wide RIM program. The RIM team, along with the entire City Clerk's Department is dedicated to timely and accurate responses to inquiries and upholding compliance with policies and laws, safeguarding records integrity, and fostering public trust.
DISTINGUISHING CHARACTERISTICS
This is the journey-level class in the Deputy City Clerk series. It is distinguished from the Deputy City Clerk I level by the ability to perform the full range of duties assigned under general supervision with only occasional instruction or assistance as unusual or unique situations arise including involvement in more complex requests, assignments, projects, and tasks requiring thorough analysis, research, identifying and implementing solutions, interdepartmental coordination, and a more thorough knowledge of process, procedure, reference material, and applicable legislation. Positions at this level frequently work outside the immediate proximity of a supervisor and work is normally reviewed only on completion and for overall results. Positions in this class are flexibly staffed and are normally filled by advancement from the “I” level or by outside candidates having prior experience.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from supervisory or management employees in the department. May provide lead and/or technical guidance to department staff.
ESSENTIAL FUNTIONS – Functions may include, but are not limited to, the following:
- Provide lead and technical guidance to other City Clerk staff including Deputy City Clerk I and administrative support classifications;
- Interpret and apply laws, regulations, policies, and procedures in the scope of a typical City Clerk’s office and advise others of the applicability of related codes, policies or procedures specific to their situation;
- Research and analyze complex legal and administrative issues and prepare independent recommendations to staff;
- Acknowledge official City signatures and perform notarial services, administer oaths or affirmations, take affidavits and depositions pertaining to the affairs and business of the City, certify copies of official records, release liens, process petitions, certify identities, and sign official documents, and other duties as deputized by the City Clerk;
- Maintain accurate, up-to-date rosters and membership status of various boards, committees and commissions;
- Prepare, schedule and lead agenda review meetings as directed by the City Clerk or City Manager;
- Process or oversee the processing of complex, difficult, and high-profile Public Records Act requests and other inquiries;
- Prepare, review, assemble and distribute City Council and other legislative meeting body agenda packets, minutes, resolutions, ordinances; coordinate with department representatives to ensure timely submittal of items and correct format; evaluate materials for compliance with State law and other regulations;
- Develop and maintain standard work instructions, procedures, templates, forms, and other reference and training materials for area of responsibility;
- Develop and deliver department and citywide training related to areas of responsibility (ex. Brown Act requirements, Citywide Records Management Program, departmental staff duties related to board and commission administration, procedural processes);
- Provide technical expertise and process oversight to other departments related to areas of responsibility;
- Create, update, and maintain various digital (intranet, SharePoint) and print (Board and Commission Handbook, Elected Officials Handbook, Election Results Handbook) materials related to areas of responsibility;
- Process Charter amendments, contracts and agreements for approval and signature in accordance with established laws and procedures;
- Assist in the planning and conducting of municipal elections, Political Reform Act Filings, and other legally-mandated proceedings;
- Prepare and distribute updates of Council policies;
- Assist in the development and implementation of department goals, objectives, policies, and procedures;
- Serve as a department-related software administrator to manage users, develop manuals and procedures, provide training and support citywide, troubleshoot problems, work with vendors and software developers to resolve issues, and communicate with users;
- Maintain various paper and electronic record systems to index, store, retrieve, and destroy records and documents, and assist in the development of records-related policies, procedures, and training materials for use citywide;
- Oversee the processing of requests for public records by paraprofessional department staff; determine which public record requests should be escalated and who best to assign the request to;
- Compile data and develop reports;
- Compose and/or proofread legal, administrative, and technical documents for content, legal compliance, spelling, grammar, and format;
- Attend various City meetings and produce accurate records of proceedings;
- Attend and participate in professional group meetings, conferences, and training;
- Stay abreast of laws, trends, and innovations in assigned area of responsibility and incorporate or make recommendations to incorporate into area of responsibility;
- Communicate respectfully with elected officials, City staff, media, City stakeholders, other government agencies, and the public on matters related to area of responsibility;
- Conduct special research projects;
- Act on behalf of other pre-designated department positions in their absence when necessary;
- Perform other work as assigned in support of City Clerk operations.
Minimum Qualifications
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Two (2) years of experience equivalent to a Deputy City Clerk I in a City Clerk's Office and training equivalent to an Associate's degree in public administration, office administration, business office technology, or a closely related field.
- Designation as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is highly desirable.
- Designation as a Certified Records Analyst (CRA) is highly desirable when assigned to Records Management.
- Laserfiche certification is highly desirable.
- Bilingual (English/Spanish language) speaking and writing abilities highly desirable.
Licenses or Certificates
Possession of, or ability to obtain and maintain a valid California driver’s license.- Possess or obtain and maintain throughout employment a Notary Public Commission within six (6) months of appointment.
Knowledge, Skills and Abilities / Physical Demands and Working Conditions
Knowledge of: legal requirements related to a City Clerk’s Office; City ordinances, municipal code and laws; government organization, rules and regulations; principles and practices of municipal government administration; California Public Records Act (CPRA) regulations and requirements; California Fair Political Practices Commission (FPPC) regulations; Political Reform Act reporting requirements; Brown Act and Maddy Act procedures and requirements; State and Federal election laws; Local, State, and Federal laws pertaining to government records disclosure; principles of record management, storage, retention, and production; modern office practices, methods and procedures; computer equipment and software applications related to assignment; English usage, spelling, grammar and punctuation; principles and practices of customer service.
Ability to: interpret, explain, and apply Federal, state and local policies, procedures, laws and regulations; provide information and organize materials in conformance with policies and regulations; develop and implement processes, procedures, training materials, and templates in accordance with applicable laws and regulations; maintain a complex citywide record management system, including filing, storage, retrieval and disposal of documents; evaluate situations, problems or requests and develop sound recommendations and courses of action; communicate clearly, concisely, and tactfully, both orally and in writing; take minutes and produce accurate records of proceedings; type at a speed necessary for successful job performance; work independently and with minimal supervision when necessary; consistently demonstrate discretion, confidentiality, and integrity; effectively represent the department to internal and external customers; establish and maintain effective working relationships with those contacted in the course of work.
Physical Demands and Working Conditions
On a continuous basis, sit long periods of time; intermittently twist, walk, bend, stand and squat; perform simple grasping and fine manipulations to operate recording, voting and presentation equipment; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 25 pounds or less. See in the normal vision range with or without correction to read typical business documents and computer screens; hear in the normal range with or without correction.
Primary work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level; there is some exposure to the external environment when going to outlying offices. Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Employees may be required to work evenings to attend meetings or complete assigned work within prescribed timelines. Occasional work may be required at remote locations and at the City’s offsite storage location.
Additional Information
Recruitment No. 25224301
To be considered, applicants must submit an online city application and supplemental questionnaire by 5:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via email.
Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. Note that the examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility lists established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.
Salary : $6,577 - $7,994
