Experience:
5+ years of experience
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Employment Type:
Full time
Posted:
3/18/2019
Job Category:
Administration
Deputy City clerk
(This job is no longer available)
City of Vallejo | Vallejo, CA
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Job Description

Description

The City of Vallejo is seeking candidates for their Deputy City Clerk vacancy, to act as a collaborative member of the City Clerk's office. The department administers democratic processes such as elections, access to city records, and all legislative actions ensuring transparency to the public. The department manages the City Councils' legislative agenda and documents and provides administrative support to various City Commissions, Committees and boards.

The ideal candidate for the position of Deputy City Clerk will be able to manage a variety of administrative tasks, with a strong emphasis on records management; has experience working with software applications designed to store electronic data and deliver information in response to California Public Records Act (CPRA) requests; possesses impeccable communication skills both written and verbal; can multi-task and is detail oriented; is able to perform high level research; able to work well under pressure with extremely strict deadlines; is familiar with the Brown Act which governs the public's right to attend and participate in meetings of legislative bodies; and is able to serve as a backup to the City Clerk at City Council meetings. This position may be called upon to supervise staff, interns, volunteers and programs supported by the City Clerk's Office.

The incumbent should exhibit political indifference with the ability to remain neutral in matters of the City including resolutions, ordinances, annexations, petitions, bids, grievance communications, and election processes and administration.

SUPERVISION RECEIVED AND EXERCISED

* Receives general supervision from the City Clerk.

Examples of Duties

* Important responsibilities and duties may include, but are not limited to, the following:
* Functions as the City Clerk in his/her absence and performs all statutory and other duties including Secretary to the City Housing Authority, Successor Agency to the former Vallejo Redevelopment Agency, Oversight Board and attends City Council meetings.
* Manages the daily functions of the City Clerk's Office including prioritizing and coordinating work assignments; reviewing work for accuracy; recommending improvements in work flow, procedures and use of equipment and forms; processing of payroll and accounts payable functions and the maintenance of office supplies.
* Assists the City Clerk in the administration of municipal elections and state campaign and disclosure laws and, the City's Conflict of Interest Code in accordance with the City Charter, ordinances, and state statutes.
* Prepares and oversees the City Council agenda packet process; ensures duplication and distribution completed in a timely and accurate manner; reviews reports for completeness; attends meetings of City Council at direction of City Clerk and various commissions, boards and other committees as required; records minutes at City Council at direction of City Clerk, and at commission, board, and committee meetings, as needed; prepares minutes and reports from transcribing machine recordings or transcription notes; prepares minutes in final form.
* Responsible for processing of City Council actions in the form of resolutions, ordinances, and agreements; provides assistance to various commissions, boards and committees; prepares and supervises the posting of meeting notices, agendas, reports, minutes, etc. in compliance with the Ralph M. Brown Act.
* Assists the City Clerk in administering the City's recruitment process for City Council appointed boards and commissions.
* Schedules, receives, opens, logs, and processes City bids in compliance with state law; collects compiles and analyzes information from various sources on a variety of specialized topics related to programs administered by the City Clerk's Office;
* Screens office and telephone callers; responds to complaints and requests for information; receives and routes mail;
* Performs general clerical work, including, but not limited to filing, scheduling appointments and meetings, maintaining calendars and schedules of activities, meetings and various events; processing payroll, accounts payable and reimbursement requests; provides administrative/clerical support to various commissions and committees.
* Responsible for the input and maintenance of City Council actions, City contracts and agreements into the City's computerized electronic document management system (EDMS); organizes and maintains filing systems; maintains records related to specific area of assignment; verifies and reviews materials for completeness and conformance with established regulations and procedures.
* Operates a variety of office equipment, including a computer; inputs and retrieves data and text; organizes and maintains disc storage and filing.
* Oversees the functions of the Mailroom, including sorting incoming mail and processing outgoing mail; oversees the operation of the photocopy machine and postage machine.
* Assists the City Clerk with public records and information programs and responds to written and verbal inquiries of City Council, staff and public.
* Performs supervision of staff, interns, volunteers and programs supported by the City Clerk's Office when called upon.
* Performs other related duties and responsibilities as required.

Typical Qualifications

Knowledge of:

* Principles of supervision, training, and performance evaluation.
* Basic methods of research, program analysis, report preparation and writing.
* English usage, spelling, grammar and punctuation.
* Modern office procedures, methods and computer hardware and software.
* Principles and practices of record keeping, records management and retention, organization, and budget preparation and control.

Ability to:

* Comprehend, analyze, and apply pertinent Federal, State and local laws, codes and regulations.
* Manage and coordinate the work of staff.
* Select, supervise, train and evaluate staff.
* Perform complex administrative work involving the use of independent judgment and personal initiative.
* Identify and respond to community and City Council issues, concerns, and needs.
* Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
* Understand the organization and operation of the City, the City Clerk's Office, and of outside agencies as necessary to assume assigned responsibilities.
* Compile and maintain records and filing systems in accordance with industry standards and state law.
* Operate and use modern office equipment, including a variety of computer hardware and software programs.
* Take and transcribe dictation at a speed necessary for successful job performance.
* Communicate clearly and concisely, both orally and in writing.
* Establish and maintain cooperative working relationships with those contacted in the course of work including City and other government officials and staff, community groups, the general public, and media representatives.

MINIMUM QUALIFICATIONS

Experience:

Five years of increasingly responsible administrative assistant, office manager, or secretarial experience, which includes a minimum of two years of supervision. Experience in a City Clerk's or other governmental or law office is desirable.

Education:

Equivalent to completion of an Associate Arts degree in business or public administration or a related field.

License or Certification:

Driver License: Successful incumbents in this job class are expected to operate automotive vehicles in the performance of assigned duties. Individuals who are appointed to this position will be required to maintain a valid California Driver License throughout the tenure of their employment.

Possession of, a Certified Municipal Clerk ("CMC") Certification from the International Institute of Municipal Clerks or must obtain the certification within in five years from date of hire. This certification is a condition of employment with the City of Vallejo. Once obtained the CMC must be maintained as a condition of employment.

Supplemental Information

Step 1: Application Submittal and Supplemental Responses

To be considered for this position, applicants must submit a completed City of Vallejo online application and resume. We strongly recommend attaching a current cover letter to your on-line application. All applications must be submitted by the closing date of April 1, 2019 at 5:00 p.m.

Applications may be obtained and completed on-line at the following link: https://www.governmentjobs.com/careers/vallejo or under "Employment Opportunities".

If you have problems creating a user account or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627.

IMPORTANT:

* Applications received without the required resume will be considered incomplete and will not be given further consideration.
* The City will close this recruitment on April 1, 2019 at 5:00 p.m.
* The City reserves the right to reopen the application period to obtain a qualified pool of candidates to move forward to the Assessment process which may consist of oral, written, and performance components.

Step 2: Applicant Screening

Application packets containing all required materials will receive an overall screening assessment. Applicants who are found to be the best qualified will move forward in the process.

Pool of Candidates:

The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, cover letter, current resume, and responses to supplemental questions.

Step 3: Assessment: Candidates who meet the minimum qualifications may be contacted for a preliminary phone interview. Candidates who are deemed to be best qualified will be invited to take part in an assessment process which may consist of an oral board interview and/or written exercise. Candidates invited to the oral board examination process will be notified in writing of the date, time and location of the oral board.

Step 4: Final Selection

The City Clerk's Office will conduct all final interviews and make the final candidate selection for this position.

REASONABLE ACCOMMODATIONS

The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department to request an accommodation. Please contact April Adams at (707) 648-4398 or send an email to: april.adams@cityofvallejo.net no later than April 1, 2019 at 5:00 p.m.

PRIOR TO HIRE:

The selected candidate will be required to: 1) Submit to and successfully pass a pre-employment background check, including fingerprint check and reference check. 2) Provide proof of legal right to work in the United States.

Disaster Service Workers

All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

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