Assistant/Deputy City Clerk

Description

An exciting new opportunity awaits at the City of Palo Alto!

The Office of the City Clerk is currently accepting applications from highly qualified candidates for the position of Assistant/Deputy City Clerk.

• Ability to become a Notary within one year of hire.
• Knowledge of budget programs such as SAP.
• Strong presentation skills with excellent written and oral communication skills.
• Enthusiasm for public service.
• Commitment to promoting good government and transparency.

Essential Duties

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Establishes methods and procedures for retrieval of records and information stored; arranges for destruction of obsolete records.
• Develops and maintains records management manuals, including standards and procedures for filing, indexing, cross-referencing, and cataloging records.
• Attends City Council and Standing Committee meetings as required. Records Council actions; types, edits, and proofs Council and Committee minutes for final preparation.
• Administers the recruitment process for Council-appointed Boards and Commissions.
• Performs other duties of a similar nature or level.

• Attends City Council and/or Standing Committee meetings as required. Records Council actions; types, edits, and proofs Council and Committee Action minutes for final preparation.
• Manages the preparation and compilation of City Council Standing Committee agendas and agenda packets. In the absence of the City Clerk, manages the preparation and compilation of the City Council agenda packet.
• Coordinates and supervises agenda follow-up including action minutes, preparation of minutes for transcription, and ensuring minutes are sent to the transcriptionist within a timely manner; oversees the processing of official resolutions, ordinances, minutes, and codification of the municipal code.
• Assists the City Clerk in the preparation and execution of municipal elections, including preparation of annual updated Referendum, Initiative, Recall, and Charter Amendment election brochures.
• Provides technical assistance and guidance to other staff members as necessary, including training and directing staff in setting up, utilizing, and maintaining databases and systems related to the Office of the City Clerk.
• Administers and monitors the Conflict of Interest Code Process.
• Assists the City Clerk with special projects and research assignments as required.
• Writes procedural manuals and works with staff on current processes and suggests process improvements.
• Manages City Clerk and Council contracts.
• Assumes responsibility for department operations in the absence of the City Clerk.

Minimum Qualifications

• Equivalent to completion of two years of college or possession of an Associate of Arts Degree with major course work in business or public administration or a related field, and three years of previous experience in an increasingly responsible supervisory or administrative position.

• Public agency or City Clerk's Office experience is preferred.

• Municipal Clerk Certification is desirable.

• Equivalent to completion of two years of college or possession of an Associate of Arts Degree, Bachelor's Degree preferred, with major course work in Business or Public Administration or a related field, and five years of previous experience in an increasingly responsible senior-level administrative position.
  

• 
  Public agency or City Clerk's Office experience is preferred.

• Municipal Clerk Certification is desirable.

Supplemental Information

Selection Process:

• Applicants will receive recruitment status notifications via email (governmentjobs.com account also has notification status updates).
• Applicants will be screened throughout the posting process and highly qualified candidates may be invited to interview at any time.
• The screening process for this position typically may include a virtual recorded interview and/or panel interviews preceding final interviews with the hiring manager or their designee.