Deputy City Clerk

Salary : $58,596.00 - $78,528.00 Annually
Location : Hemet, CA
Job Type: Full Time
Job Number: 23/24-048
Department: Administration
Opening Date: 12/28/2023
Closing Date: 1/25/2024 5:00 PM Pacific
THE CITY
**THE CITY OF HEMET IS AN EQUAL OPPORTUNITY EMPLOYER**
The City of Hemet is currently accepting applications for the position of Deputy City Clerk. The applications will be used to establish an eligibility list to fill one (1) vacancy. A completed application, cover letter, and resume must be submitted to be considered for this position. All required materials must be submitted as attachments to the on-line application. Qualified candidates with a strong public service interest are encouraged to apply.
Summary Description
THE POSITION:
Under general direction of the City Clerk or his/her designee, the Deputy City Clerk performs a variety of difficult, complex, detailed, and highly responsible administrative and technical duties in support of the activities and services of the City Clerk's office; assists in preparation, custody, preservation, and distribution of official City documents and records; assists the City Clerk in the election process; responds to Public Records Acts requests; attends City Council meetings; supervises day to day activities in the City Clerk's office; serves as the acting City Clerk in the City Clerk's absence, and performs related duties as assigned.
EXAMPLES OF ESSENTIAL DUTIES:
Maintain and index legislative actions taken by the City Council and various boards, commissions, and committees; keep records in a manner prescribed by state law to assure safekeeping; prepare documents for permanent retention and/or disposition in accordance with state law and the City's record retention schedule.
Assist in the preparation, posting and distribution of City Council and various board, commission, and committee agendas; attend meetings and record minutes in the absence of the City Clerk; ensure appropriate steps are taken with regard to resolutions and ordinances, and process other actions taken by the Council; ensure postings and meetings are in accordance with the Ralph M. Brown Act.
Conduct legislative searches of Council actions for staff and the public; provide assistance to the public and City staff by helping to identify records and information relevant to public records requests; ensure timely responses to all requests in accordance with the California Public Records Act and the Freedom of Information Act.
Assist the City Clerk with conducting municipal elections; issue nomination papers; accept FPPC documents; and answer questions from candidates and the public concerning election requirements.
Prepare official notices as required by state law regarding public hearings, ordinances following adoption and vacancies on city boards and commissions.
Perform a variety of administrative functions in support of the department, such as retention and release of performance bonds, and labor and material bonds as directed by the City Manager; and recordation of documents.
Accept claims, summons, subpoenas, and appeals in the absence of the City Clerk ensuring compliance with City policies and procedures.
Serves as office staff in the City Manager/City Council office as needed.
Knowledge, Skills and Abilities
KNOWLEDGE

• Operations, services and functions of municipal government;
• Applicable federal, state and local laws, codes and regulations pertaining to the functions and duties of the City Clerk's Office, election laws and procedures, and Political Reform Act reporting requirements, Public Records Act requirements, Conflict of Interest Code reporting requirements, and Brown Act open meeting laws and procedures;
• Legal requirements related to boards and commissions, and related record keeping requirements and maintenance;
• Principles, practices, techniques and procedures of public records management including legal requirements necessary to develop, maintain, dispose, archive, preserve, and protect municipal records;
• Methods and techniques of public meeting agenda preparation and legal notification requirements;
• Principles and practices used in recording and transcribing public meeting minutes;
• English usage, spelling, grammar, and punctuation;
• Modern office management principles, procedures and methods including computers and supporting word processing, spreadsheet, PowerPoint, City's current agenda module and imaging applications;
• Business letter writing and report preparation and procedures;
• Principles of community relations;
• Basic principles and practices of supervision and training.

ABILITY

• Perform complex and detailed clerical and administrative duties in support of the City Clerk's office;
• Handle multiple deadlines and multiple projects;
• Analyze situations carefully and adopt effective courses of action;
• Assist in the planning, organizing, and directing of the functions of the City Clerk's office;
• Evaluate and develop improvements in operations, procedures, policies, or methods;
• Interpret, explain, and apply pertinent laws, regulations, policies, and procedures;
• Provide information and organize material in compliance with laws, regulations, and polices;
• Maintain a variety of complex automated and manual files and records;
• Assist in organizing, supervising, and implementing the City's records management program;
• Prepare clear and concise reports;
• Follow and comply with written and oral instructions;
• Lead, train, evaluate, and direct the work of assigned volunteers and interns;
• Ensure all City Clerk business documents comply with the office standards and guidelines;
• Operate office equipment including computers and supporting word processing, PowerPoint, City current agenda module and spreadsheet applications, and document imaging system;
• Adapt to changing technologies and learn functionality of new equipment and systems;
• Work independently in the absence of supervision;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain effective working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS:
Education:
Equivalent to the completion of the twelve (12) grade.
Experience:
Three (3) years of responsible public agency administrative experience, preferably in a City Clerk's office, is required, which includes maintaining complex files and records, providing varied and complex technical assistance regarding policies, procedures, and regulations to staff and the public, and the taking and editing of minutes of public meetings, or an equivalent combination of education and experience.
CERTIFICATION/LICENSE
Possession of a valid and appropriate California driver's license.
Certification as a Notary Public by the State of California is required within six (6) months of appointment. Certified Municipal Clerk designation is highly desirable.
Special Requirements:
Ability to attend special City events including weekends, evenings, and holidays, as required.
Ability to attend night meetings and work extended hours, as needed and/or required.
Supplemental Information
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Physical:
Must possess sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer; operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and close to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to twenty-five (25) pounds.
Environment:
Standard office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may travel from site to site, interact with upset customers, interpreting and enforcing departmental policies and procedures.
Selection Process:All properly completed applications will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. The process may include any combination of a written exam, oral board interview, and/or skills assessment to further evaluate job-related qualifications. Candidates who successfully complete the selection process will be placed on an eligibility list which will remain valid for a minimum of six months.
Note: Prospective employees will undergo, and must successfully pass, a background reference check (including fingerprinting) and a medical examination. Drug screening may be required.
RESUMES WILL NOT BE ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS BUT MAY BE ATTACHED.
CANDIDATES WHO REQUIRE REASONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION PACKAGE.
THE PROVISIONS IN THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
Management/Confidential Personnel
Benefits Summary
(Updated 10/2022)
The following is a summary of the provided benefits to full-time employees in the Confidential Personnel unit. For further information, please refer to the Confidential Personnel Resolution.
Retirement: The City contracts with the California Public Employees Retirement System (CalPERS).

• Classic Members: 2.5% at 55 Formula; 1959 survivor benefit; final compensation based on single highest year; employee contributes 8% (no Social Security deduction).
• PEPRA (New) Members: 2% at 62 Formula; 1959 survivor benefit; final compensation based on a three-year average; employee contributes 50% of total normal cost, currently 7.25% (no Social Security deduction).

Medical Coverage:

• The City contributes $1,100 per month toward medical insurance for employees and their eligible dependents.

Dental & Vision Coverage:

• The City pays 100% of the premium for dental & vision coverage for employees and their dependents.

Life & Long-Term Disability Insurance:

• The City pays 100% of the premium for a term-life insurance policy of $50,000.
• The City pays 100% of the premium for long-term disability insurance.

Deferred Compensation:

• The City contributes 2% of employee's monthly salary.
• The City will match voluntary employee contributions up to $150 per month.
• The City contributes $100 per month toward retiree medical benefits.

Educational Reimbursement:

• The City will provide up to $2,000 per calendar year, subject to terms set forth in the Confidential Personnel Resolution.

Leave Accruals:

• Employees earn up to the following amounts of leave:
  • 31 days per year of PTO (Personal Time Off)
  • 8 hours per month Sick Leave
  • 12 paid Holidays & 2 floating holidaysper year

Bilingual Pay:

• The City will provide $100 per month for eligible assignments based on the City's needs for bilingual skill and successful completion of a test.

Work Schedule:

• The City participates in flexible work scheduling based on providing appropriate coverage and adequate service to the public.

Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract negotiations between the recognized employee association and the City of Hemet.
01
Please be sure to answer the supplemental questions thoroughly and accurately. Applicants are responsible for clearly, completely, and accurately identifying their qualifications. Your responses to the questions may be supported by both the work experience listed on your application as well as your resume. The rating of the supplemental questions may determine your application status and/or rank on the eligibility list. I have read and understand the statement above concerning submission of supplemental questionnaire responses.

• Yes
• No

02
Please indicate the highest level of education you have completed:

• High School Diploma or Equivalent
• Associates Degree
• Bachelor's Degree
• Master's Degree or above
• Other

03
Do you have a valid California driver's license?

• Yes
• No

04
Do you have a current California Notary Public commission?

• Yes
• No

05
Do you have a current Certified Municipal Clerk designation?

• Yes
• No

06
How many years of responsible public agency administrative experience do you have?

• Less than one (1) year
• More than one (1) but less than two (2) years
• More than two (2) but less than three (3) years
• Three (3) or more years

07
Please describe your experience working in the City Clerks office?
08
Describe your experience with preparation, assembly, distribution and follow-up of agenda related ...