Deputy City Clerk/Permit Clerk

Job Opening

Deputy City Clerk/Permit Clerk

Join our “small but mighty” team

The City of Del Rey Oaks was incorporated on September 3, 1953. Since then we’ve come a long way. We now have over 1,650 residents.

Government

We have a full city government including:

• City Council
• Planning Commission
• Police Department
• City Clerk’s Office
• Public Works Department

Mission Statement

The mission of the City of Del Rey Oaks is to provide quality municipal services to those who live, work and visit our safe, small town in the sunbelt of the Monterey Peninsula.

Core Values (not in priority order)

The City of Del Rey Oaks values...

Fiscal Responsibility
Honesty and Integrity
Open Communication and Transparency
Ethical Behavior
Responsiveness to Community Needs and Concerns
Diversity and Inclusiveness

Definition

Under direction, the Deputy City Clerk/Permit Clerk performs a wide variety of clerical duties such as receptionist, permit processing, dog park registrations, park rental scheduling, records management, data entry, word processing, and customer service. The position assists the City Clerk with maintaining the official records of the City and other commissions and committees, including minutes and actions taken; provides a variety of public service activities including taking in payments, resolving customer service problems and providing information and assistance regarding City services and procedures.

Supervisory Relationship

Reports to the City Clerk. Works independently under the guidance of City policies, procedures, ordinances, and codes.

Examples of Duties (Illustrative Only)

Front Counter Duties:

· Greets the public at the counter and on the telephone. Answers questions regarding the permit processes, park rentals, short-term-rental (STR) applications and license requirements, refers technical inquiries to proper staff. Schedules inspections. Provides explanation of policies and procedures, processes application materials, provides cashiering services.

· Reviews and accepts permit applications, initiates permit cases, and processes "over-the-counter" permits. Issues permits to the public.

· Reviews and processes short-term-rental (STR) applications and licenses, including updating registration tracking spreadsheets, mails compliance letters, and tracks management/ownership changes on rental properties.

· Processes and tracks dog park registrations.

· Schedules and processes park facility rentals.

Clerk Duties

· Utilizes a variety of computer programs, including a (STR) tracking system, word processing, spreadsheet, and database applications.

· Maintains filing systems. Assists staff and public with record requests.

· Prepares routine correspondence and takes meeting notes. Assists with special and routine mailings.

· Collects and receipts payments for building, encroachment, fence and other permits, business licenses and other revenues due to the City.

· Assists with business license tracking, and billing.

· Performs other related duties within the scope of the classification.

Knowledge, Skills, and Abilities

The Deputy City Clerk should possess the following knowledge, skills, and abilities:

· Standard office practices and procedures including ability to file alpha-numerically, indexing, cross reference methods, etc.

· Good working knowledge of standard office equipment operation, including desktop computers and standard office software applications.

· Purpose, practices, and policies of the City, including the operational relationships between the City, other governmental agencies and community groups and agencies.

· Knowledge of business English including reading, composition, punctuation, spelling, grammar, and format. Legible handwriting.

· Knowledge of record-keeping principles and procedures.

· Good oral communication skills, interpersonal sensitivity, assertiveness, and stress tolerance for dealing with the public.

· Strong customer service skills to work with a variety of citizens and personnel using tact, courtesy, and good judgment.

· Strong computer skills including word processing, data entry/retrieval, spreadsheet applications.

· Good written communication skills to prepare minutes, correspondence, and reports.

· Ability to work independently in carrying out position responsibilities.

· Experience with online meetings, Outlook, internet, video, YouTube and basic computer technology.

· Ability to handle several tasks simultaneously and to plan and organize work to meet deadlines while maintaining accuracy and attention to detail in an environment of frequent interruptions.

Education and Experience

Any combination of training and experience that provides the required knowledge, skills, and abilities is qualifying. A typical qualification would be:

· Two years clerical experience in a busy office environment, including public reception duties with extensive public contact.

· Experience utilizing a variety of computer software applications including data entry/retrieval, spreadsheets, word processing, files maintenance and records management and other web-based systems. Experience with online meetings, Outlook, internet, video, and basic computer technology.

License and Certificates

The Deputy City Clerk/Permit Clerk should possess or have the ability to obtain:

· A Notary Public certification.

· A Certified Municipal Clerk certification is highly desirable.

Working Conditions:

Physical Demands:

Work is performed primarily in a standard office setting with moderate noise levels and controlled temperature conditions. The position involves using standard office equipment, including a computer. While the role is primarily sedentary, standing and walking between work areas may be required. The Deputy City Clerk/Permit Clerk should have finger dexterity to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Occasionally, the employee may need to bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. The ability to lift, carry, push, and pull materials and objects up to 25 pounds is also necessary.

Environmental Elements:

The Deputy City Clerk/Permit Clerk works in an office environment with controlled temperature conditions and no direct exposure to hazardous physical substances.

Special Requirements:

The Deputy City Clerk/Permit Clerk is required to attend various meetings, some of which may occur at night.

The City Clerk’s office is open between 8:00am to 5:00pm Monday through Friday

SALARY AND BENEFITS:

• Annual Salary starts at $63,440.00 in 5 steps up to $77,126.00.
• Gain Generous Health Benefits: all medical premiums including Health, Vision and Dental are 100% employer paid.
• Participate in the CalPERS retirement system: Classic members 2% @ 60, PEPRA members 2% @ 62.
• Employment Wellness Reimbursement Program, up to $500.00 annually
• Cal PERS Supplemental Retirement Income 457 Plan
• Vacation and Sick leave
• 14 City Paid Holidays per Calendar Year.

Note: This job description is not exhaustive and may be subject to changes and additional duties as assigned by the City Clerk and/or City Manager

Send Resume to City Clerk Karen Minami

Kminami@delreyoaks.org or City of Del Rey Oaks Attn. Karen Minami
650 Canyon Del Rey Rd
Del Rey Oaks, CA 93940

This posting for employment opens on February 16, 2024,

and closes on

.

Job Type: Full-time

Pay: $63,440.00 - $77,126.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Ability to Relocate:

• Del Rey Oaks, CA: Relocate before starting work (Required)

Work Location: In person