Deputy City Clerk

The City of Manhattan Beach is seeking a detailed-oriented, administrative/record management experienced, and municipal passionate Deputy City Clerk to fill a vacancy in our Management Services Department. If you are mission-driven, dedicated to superior service and support, enjoy working in a fast-pace, challenging, dynamic, and collaborative environment, look no further, this position is for you. Join our team!

Under general supervision, the Deputy City Clerk provides complex administrative and secretarial support for the City Council, City Clerk, City Manager's Office, and City Attorney's Office; independently organizes and completes assigned tasks; handles confidential matters and community relations; establishes and maintains city records management and file systems; and performs other related work as assigned.

Distinguishing Characteristics:
The Deputy City Clerk is distinguished from the Assistant City Clerk, who has broader responsibility for the assisting management of all City Clerk's Office programs and services. The Deputy City Clerk is differentiated from other jobs in the administrative support series given its work with specialized City records, elections, contracts, City policy, State law, and legislative measures, and other support functions, and the need to advise City staff on various requirements.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Greets visitors; receives calls; responds to e-mail inquiries; sorts, screens, and distributes incoming department mail to appropriate personnel within Management Services (City Council, City Clerk, City Manager, and City Attorney).
• Assists with the coordination and preparation of agenda forecasts, agendas, public comments, correspondence for City Council meetings, review of staff reports, actions, resolutions, ordinances, and minutes, including archiving.
• Assists with collation of agenda packets for City Council meetings, posting of the City Council meeting agendas, and notification of City Council meetings.
• Attends City Council meetings and assists in editing and posting City Council meeting videos and closed captions/transcripts.
• Assists in planning and conducting City Municipal Elections as required by state law (California Elections Code) and other legal requirements, including preparation candidate filing materials, verifying voter information with Los Angeles County Registrar/Recorder Office as needed, preparation and publishing of election notices, preparation of resolution calling the election and the voter results, certification of initiative referendums and recall petitions, preparation of ordinances resulting from majority vote, and updating contracts for election results.
• Assists in the coordinating and tracking of AB1234 Ethics Training, Fair Political Practices Commission filings, and Economic Statements of Interest for designated employees, Commissioners, and Elected Officials.
• Prepares all commendations, proclamations, various certificates and awards as requested.
• Assists in the submission of adopted ordinances for codification, publishing and updates copies of the City's code throughout the City.
• Administers records management and off-site storage program, including maintenance, protection, retention, retrieval, and assisting staff in disposition of records in accordance with legal and operational requirements per the retention schedule for the City.
• Participates in the administration of the division budget; preparation and analysis, assists with departmental purchases; prepares requests for payments, process of invoices, process of contracts; and reconciles billing and credit card statements.
• Assists with compliance of the Public Records Act, subpoenas, complaints, and other requests for information by accepting, collaborating with departments for retrieval of records, consulting with legal, and responding to requests to ensure compliance with legal and regulatory requirements.
• Assists the City Clerk and commission liaisons with Board and Commissions recruitments for vacancies; verifies information with the Los Angeles County Registrar/Recorder Office as needed; coordinates interviews with candidates and City Council and process of appointment by the City Council; administers the oath of office, orientation; maintains and updates rosters for posting per the Maddy Act; and provides general guidance and support of the Boards and Commissions.
• Updates information on the City's website for the public access and intranet for staff access.
• Assists with the procurement, implementation, and continued use of various software used by staff and accessed by the public.
• Assists with the process and retention of agreements for all departments as needed.
• Will assist and act as City Clerk and/or Assistant City Clerk in their absence including supervision to supporting administrative staff, direction to Department staff, and coordinating and conducting City Council meetings as needed.
• Performs other related duties as assigned.

Education/Training/Experience:

• High School graduation or G.E.D. is required.
• Specialized training related to City Clerk legislative, administrative, and records management procedures, is desirable.
• Two (2) years of responsible records management and administrative support experience is required, preferably within a City Clerk's Office.

Licenses/Certificates/Special Requirements:

• Ability to attain a valid Class C California driver's license and have an acceptable driving record.
• Must obtain Certified Municipal Clerk (CMC) certification within three (3) years of appointment.
• The employee must attend City Council meetings.
• Certification as a California Notary Public is highly desirable.
• In accordance with California Government Code Section 3100, City of Manhattan Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State.

Knowledge of:

California Government Code; California Elections Code; Fair Political Practices Act; California Public Records Act; Municipal Code; Maddy Act; Political Reform Act; Ralph M. Brown Act; ethics codes; rules and procedures governing the notice and conduct of public meetings; administrative and clerical procedures; records management practices; correct English usage, including spelling, grammar and punctuation; basic functions of public agencies, including the role of an elected officials and appointed boards and commissions; and customer service techniques.

Ability to:

Operate computer hardware and modern office equipment and use word processing, spreadsheet, and specialized records software; operate optical document imaging system; organize tasks, set priorities, and meet deadlines; assist with election proceedings; organize and administer records management program; communicate effectively, both orally and in writing; prepare complete and accurate records and reports; follow oral and written instructions; maintain sensitive and confidential information; establish and maintain effective working relationships with staff, management, City and County elected and appointed officials, vendors, the general public, and others encountered in the course of work.

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Monday, December 25, 2023. Interested applicants are encouraged to apply early. This position may close at any time without notice.
All applicants will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Meeting the minimum requirements listed in this job announcement does not guarantee advancement in subsequent phases of the selection process. The selection process may be changed as deemed necessary by the City Human Resources Department.
The selection process will consist of the following component and weight: Oral Interview (100%).
If you need special assistance in the recruitment process please contact the Human Resources Department at (310) 802-5258.
NOTE: A drug test may be administered as part of the pre-employment medical exam. The provisions of this brochure do not constitute a contract, express or implied, and any provisions contained in this bulletin may be modified or revoked without notice. Employment Type: Full Time