The City of San Mateo City Clerk’s Office is looking for a highly qualified Deputy City Clerk
Why Join our Department?
The Office of the City Clerk is a service department within the municipal government upon which the five-member City Council, all City departments, and the general public rely for information regarding the operations and legislative history of the City. The City Clerk serves as the liaison between the public and the City Council and provides related municipal services such as serving as the Elections Official, providing key staff for Council meetings and recording all Council action, and serving as records manager for the protection and preservation of the public record.
Look to some of the reasons why the City of San Mateo is a great place to work, https://www.youtube.com/watch?v=_GTIzeSpc_g
What You’ll Do
Under the general direction of the City Clerk, the Deputy City Clerk uses independent judgement to plan, organize, direct, and perform a variety of complex administrative, technical, and supervisory duties in support of the City Clerk Department’s day-to-day operations, primarily legislative operations and contract and process management. The Deputy City Clerk serves as the second in command within the City Clerk’s Department and provides backup to the City Clerk. The Deputy City Clerk will provide a high level of administrative and technical support to the City Clerk and other departments and perform all duties of the City Clerk in his/her absence. Duties may include, but are not limited to, the following:
- Assists the City Clerk in performing the day to day functions of the City Clerk's office; and in the absence of the City Clerk, act as City Clerk, performing such duties as serving as the Clerk of the City Council, maintaining meeting protocols, parliamentary procedures and proper conduct, writing agenda reports, taking minutes, certifying ordinances, resolutions, agreements and other official documents, administer oaths of office and supervise staff.
- Reviews changes in law, regulations and guidelines for their effect on City Council and Advisory Body activities; evaluates the effect of such changes, and recommends and implements changes to policies and procedures as required for compliance. Participate in the development of an installation of new or revised programs, systems, procedures, and methods of operation; update and revise policies and procedures.
- Assists in the preparation of the annual budget for the Department; estimates staffing, equipment, and supply needs based upon recent trends and planned activities; monitors expenditures after budget adoption.
- Implements and manages the agenda production process including maintaining a deep knowledge of the agenda management software and process; training staff in the use of the software and process; and assists in deploying consistent agenda practices across the organization; coordinating with other departments on agenda content; enforcing work product standards and holding departments and higher classifications responsible for meeting standards and deadlines; and producing the agenda and agenda packet per state law and city requirements.
- Manages the publication of legal and public notices, for all Council bodies, in accordance with City, State and Federal law, and filing, indexing, certifying, processing for recordation, and safeguarding of all City Council proceedings.
- Maintains compliance with applicable Federal, State, local laws, relating to areas of responsibility, including but not limited to, California Elections Coe, the Brown Act, Political Reform Act, Conflict of Interest Code, and the Public Records Act.
- Oversees maintenance and development of City-wide records management initiatives.
- Assists the City Clerk in the administration and conduct of municipal elections and special events. Serves as Filing Officer for campaign and conflict of interest finance reporting.
- Serves as liaison to the County Registrar of Voters.
- Attends City Council meetings with the City Clerk to assist with operating the audio / visual / agenda / voting system and take minutes as required. Responsible for after Council action including producing and maintaining official City records and documents in good order such as resolutions, ordinances, contracts, deeds, correspondence, inter-agency notifications and minutes.
- Prioritizes work of staff; develops and trains staff; conducts performance evaluations; approves actions regarding hiring, promoting, and disciplining; and approves recommendations on all employee actions.
The Deputy City Clerk receives general supervision from the City Clerk or higher level personnel and exercises direct supervision over management and administrative staff.
For a complete list of duties, reference our job specifications at https://www.cityofsanmateo.org/DocumentCenter/Home/Index/86c