Deputy City Clerk
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Deputy City Clerk
Job Classifications
City of Foster City
Estero Municipal Improvement District
Job Specification
DEFINITION:
Under general direction, provides statutory and administrative functions as delegated by the City Clerk. Assists in the administration of municipal elections, Fair Political Practices Commission reporting, records and data management, and statutory obligations; provides information and service to the public and City/District departments; performs related duties as required.
DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS:
This is a full time, middle management position reporting to the City Clerk. Methods of performing tasks are the responsibility of the incumbent so long as performed within established policies or as prescribed by rules and regulations. Work is reviewed periodically to assure conformance and to measure results.
SUPERVISION EXERCISED AND RECEIVED:
Receives general direction from the City Clerk and exercises supervision over volunteers and part-time staff as assigned.
IMPORTANT AND ESSENTIAL DUTIES:
The duties listed below are illustrative only. They are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of the classification.

Assists in the planning and organizing of official City/District/CDA documents and records including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records.

Participates in the development, implementation and monitoring of goals and objectives of the City Clerk's Office.

Ensures compliance with government codes for records retention and destruction; assists with the preparation of records retention schedules and administers the storage, retrieval and destruction of documents; coordinates the city-wide document imaging program and maintenance of electronic records and records storage systems; analyzes and evaluates records management technology.

Administers oaths and notarizes City/District/CDA and public documents.

Researches and compiles information from various sources; prepares reports and correspondence.

Interprets and explains ordinances, policies and procedures and ensures the appropriate distribution and release of information.

Assists in the development and administration of the City Clerk's budget; obtains, compiles and develops data and summaries; monitors budget expenditures; prepares department payroll.

Trains, and directs assigned temporary and volunteer staff; reviews work in progress and upon completion.

Represents the City/District in inter-departmental, community and professional meetings.
Acts as the City Clerk in his/her absence; attends City Council/District/CDA meetings as necessary; acts as recording secretary.

Assists in the planning and conduct of municipal elections.

Plans and organizes the City Council/Estero Municipal Improvement District Board of Directors/ Community Development Agency meetings.
JOB-RELATED QUALIFICATIONS:
Knowledge, Skills and Abilities:
Knowledge of:  the organization and function of a multi-jurisdictional municipal agency, including the role of the City Clerk/Board Secretary, elected City/District Officials and appointed commissions and committees; laws affecting the operation of the City Clerk's function, including public information, municipal elections, and records retention and destruction; modern office practices; use and applicability of personal and on-line computer systems and related software applications; applicable records and file storage and management systems; correct English usage, including spelling, grammar and punctuation; effective methods of supervision.
Skill in:  the safe and efficient operation of office equipment including, multi-line business phones, copiers/scanners/printers, calculators, personal and on-line computers; database management, including filing and records management systems; creating clear concise written correspondence; making effective oral presentations.
Ability to:  make accurate arithmetic calculations; understand and carry out verbal and written instructions; effectively communicate verbally and in writing; establish and maintain effective working relationship with others; provide courteous and efficient service to the public; ability to learn, retain and use technical terminology, equipment, and computer applications; ability to respond professionally and effectively to changing priorities; review and analyze processes, procedures and policies and make effective recommendations for change; function independently and make decisions based on sound judgment affecting areas of responsibility within established guidelines and consistent with applicable law or code; direct and review the work of assigned staff.
EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be:
Education:  Equivalent to completion of High School supplemented by course work in public administration or a closely related field.
Experience:  Five years of increasingly responsible clerical experience in a municipal organization of which at least two years have involved providing administrative office support services to management activity at the division or department level in a public agency; experience in a City Clerk's department desirable.
SPECIAL REQUIREMENTS:
Ability to move boxes and light equipment weighing up to 40 pounds.
LICENSES, CERTIFICATES, REGISTRATION:
Licenses:  Possession of a valid Class C California Driver's License. Notary Public License is desirable.
Certificates:  Certified Municipal Clerk certificate is desirable.
SALARY:  $5,843 - $7,102 per month

City Hall - 610 Foster City Blvd.
Foster City, CA 94404
(650) 286-3200