DEPUTY CITY CLERK

About the role

The Deputy City Clerk supports the Chief Deputy City Clerk by performing a variety of complex administrative, clerical, and confidential duties related to legislation, elections, records management, and compliance with city, state, and federal regulations. The position assists with City Council agendas and meeting documentation; processes agreements across departments; maintains official records under the Public Records Act; handles public notices and boards/commission/committee support; and ensures adherence to procedures like the Brown Act.

The role demands attention to detail and collaboration with city staff, elected officials, and the public.

Responsibilities

• Plan, assign and review the work of staff providing secretarial and clerical support to the City Clerk’s Office.
• Maintain official City records, assist with City elections, and stay current on issues relative to the field of records and elections.
• Plan and supervise the retention, maintenance, distribution and filing of records and documents related to transactions of the City and its employees including ordinances, resolutions, deeds, contracts, agreements and other documents, notices, minutes, reports and related papers; maintain and update the Colton Municipal Code and California statutes.
• Cooky Political Practices Commission filing obligations required of City Council Members, Commissioners, and designated employees; assist with providing information to candidates about the City, responsibilities of elected officials, and requirements for filing campaign expenditures and donations; transmit information on candidates to the county for the printing of ballots; process the filing of Conflict of Interest and semi-annual election campaign statements; and annually update the City’s Conflict of Interest Code.
• Administer oaths, affirmations and acknowledgements.
• Oversee and participate in preparation of City Council agendas; draft minutes; process appeals; prepare a variety of legal documents and notices.
• Aid in the preparation and presentation of staff reports and other necessary documents or correspondence to appropriate boards, groups and/or committees.
• Act in the absence of both the Chief Deputy City Clerk and the City Clerk; perform all statutory duties of the City Clerk found in the Government Code of the State of California and the City of Colton’s Municipal Code.
• Provide staff assistance and technical support to the City Clerk, office staff, and other departments.
• Attend and participate in organizational and community meetings as necessary.
• Respond to and resolve community and organizational inquiries and complaints.

Requirements

The Deputy City Clerk is a journey level position classification responsible for providing primary staff support to the City Clerk’s office. This classification is characterized by the handling of complex assignments, exercising independent judgment and working with minimal supervision.

Qualifications

• Education: High School Diploma or G.E.D. required. Some college work courses is desirable.
• Experience: Three (3) years of increasingly responsible clerical experience in a government agency, preferably in supporting City Council and/or City Clerk’s Offices with knowledge of municipal practices, procedures, and operations within a City Clerk’s Office.
• Special Requirements: A valid California Class C Driver's License and acceptable driving record at time of appointment and throughout employment in the position is required. Possession of a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC), or ability to obtain a CMC designation within 2 years of appointment. Possession of appointment as a Notary Public 90 days after appointment.