Salary Range: $74,873.76 - $91,009.52
Definition:
Under general direction, provides varied administrative and technical assistance to the Offices of the City Clerk and City Manager; prepares agendas, agenda packets and minutes; assists the City Clerk in performing the administrative and statutory responsibilities of the Office and serves as the Acting City Clerk in his/her absence.
Distinguishing Characteristics:
This class performs a wide range of responsible routine and complex professional administrative duties specific to the Office of the City Clerk and the Office of the City Manager. The position works independently and with minimal direction and follows projects through completion. The position is responsible for the management of day-to-day operations of the City Clerk’s Office and provides administrative and analytical support to the City Manager.
The Deputy City Clerk is distinguished from other City office administrative classes in that it requires in-depth knowledge of and the ability to interpret comprehensive laws, rules and regulations related to all municipal legislative and election functions and statutory obligations of the Office of the City Clerk. The incumbent in this class provides information and guidance to City Councilmembers, Department Heads, candidates for office, City staff, contractors, and the general public. This position is further distinguished in that it is expected to serve as Acting City Clerk, as assigned.
The employee in this position will provide leadership to employees through coaching, enabling and facilitating a team environment and working collaboratively with internal and external customers. The incumbent will demonstrate strong ethical, professional, and service-oriented leadership and interpersonal skills.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Draft and finalize Regular and Special City Council meeting agendas and publish required legal notices in accordance with State Law and under tight time deadlines; compile agenda items for Council meetings; prepare, proof, assemble and distribute agenda packets to Council members, the press and other parties as applicable.
- Attend Council meetings, accurately record actions and timely prepare minutes.
- Process all Council resolutions and ordinances; submit ordinances for codification in the Los Altos Municipal Code and record documents with the County Clerk-Recorder.
- Organize, file and maintain vital City records, including but not limited to original resolutions, ordinances and City Council minutes; retain, file and track original City contracts.
- Provide information to the public and to other City Departments concerning such matters as Council actions and applicable laws and procedures; may independently compose responses to requests for such information and respond to formal requests for records.
- Perform a variety of duties in support of the operations and services of the City Clerk’s Office as prescribed under State Law and in accordance with the Los Altos Municipal Code; administer Oaths of Office; receive and process legal documents including lawsuits and claims against the City and oversee bid openings.
- Function as the Acting City Clerk in his/her absence and perform all statutory and other duties, as required.
- Assist the City Clerk in conducting municipal elections and in serving as the filing officer for the Fair Political Practices Commission (FPPC), including organizing and administering the filing of campaign finance statements and Statements of Economic Interests required by candidates, Councilmembers, designated city employees, consultants and advisory body members; and monitoring and reviewing filings to ensure they are complete and in compliance with FPPC regulations.
- Conduct citizen recruitments for volunteer service on City Committees and Commissions; and maintain the roster of the City Committees and Commissions.
- Assist with the preparation and administration of the department and City Council budgets; monitor office expenditures as appropriate.
- Support administrative activities in the Office of the City Manager and complete analytical reports and projects.
- Perform other duties as assigned.
Minimum Qualifications:
Knowledge of:
English usage, spelling, grammar, and punctuation; office management techniques, planning and organization; City Clerk functions and statutory obligations and applicable laws; pertinent policies, rules, and regulations governing the actions of an elected City Council and a General Law City, including the Ralph M. Brown Act, the Maddy Act, the Political Reform Act, and the California Election Code; principles and practices of records management, including retention and destruction policies; Fair Political Practices Commission regulations and guidelines pertaining to Statements of Economic Interest for candidates for office, Councilmembers, designated employees, consultants and city advisory bodies; general organization and functions of city government; City department functions and organization.
Ability to:
- Understand the organization and operation of the city and of outside agencies
- Communicate clearly and concisely, both orally and in writing
- Maintain efficient and effective department filing systems and databases
- Prepare for City Council, Commission, and Committee and miscellaneous meetings
- Maintain confidentiality of sensitive information
- Interpreting, explaining and applying applicable laws, administrative policies and procedures
- Serve as acting City Clerk as necessary
- Effectively develop and coordinate office systems and work under pressure to meet legal deadlines
- Effectively compose correspondence and routine administrative reports
- Accurately record legislative actions in open meetings and prepare “action” minutes
- Perform a variety of highly responsible routine and complex administrative support duties independently
- Conduct research, compete analytical projects and prepare reports
- Provide administrative support
- Work successfully in a team setting
- Work occasional extended hours to complete work or attend off-hours meetings
- Operate and use a variety of modern office equipment and computer software
- Establish and maintain effective working relations with city staff and officials, outside agencies and the general public
- Provide excellent internal and external customer service
Experience and Education Guidelines: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
- At least three years of increasingly responsible administrative and clerical experience involving frequent public contact. Experience in records management and Council and/or Board support functions is desirable. Ability to complete analytical projects with minimum direction. High level of proficiency in computer applications and computer technical skills.
- Education equivalent to graduation from high school. College level course work in public administration, business administration or related field. A Certified Municipal Clerk (CMC) designation is desirable. College and advanced degrees are preferred.
PHYSICAL DEMANDS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. Vision to read printed materials and a computer screen, and hearing and speech to communicate in person, before groups, 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, typewriter 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 up to 25 pounds.
RECRUITMENT PROCESS:
The recruitment will remain open until the position is filled. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a livescan background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.
This position is open until filled with a first review date of February 24, 2020.
EQUAL OPPORTUNITY EMPLOYER
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
