Deputy City Clerk

Position Summary

The City of La Mesa is seeking a highly motivated and detail-oriented professional to serve as Deputy City Clerk. This key position plays a vital role in supporting the City Clerk's Office by managing official records, coordinating City Council agendas and meetings, assisting with municipal elections, and ensuring compliance with state and local laws. The ideal candidate will be a collaborative, organized and customer-service-focused individual with strong administrative expertise and a commitment to transparency in local government.

For the complete list of job duties, please review the Deputy City Clerk job description.

Key Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Supervise and participate in the preparation, assembly, and distribution of electronic and paper agenda packets for City Council, City of La Mesa Successor Agency, La Mesa Public Finance Authority, and Community Police Oversight Board meetings.
• Prepare and coordinate publication, posting and distribution of legal notices for public meetings and hearings; ensure that legal requirements are met for publication and posting of agendas and legal notices.
• Attend City Council, City of La Mesa Successor Agency, and La Mesa Public Finance Authority meetings; operate equipment including, but not limited to: computers, digital recording equipment, and document camera; take notes and assist in preparation of minutes as required. Attend Community Police Oversight Board meetings as needed in the absence of the City Clerk.
• Process all resolutions, ordinances, contracts, and notices following City Council, City of La Mesa Successor Agency, and La Mesa Public Finance Authority meetings in compliance with legal requirements.
• Coordinate the preparation and distribution of the codified Municipal Code.
• Ability to provide a high level of customer service by effectively dealing with the public, City Council, City staff and vendors.
• Oversee the supervision and maintenance of the citywide records management and document imaging programs; retrieve, prepare for destruction, and store records according to established procedures and policies, and in accordance with legal requirements. Provide technical expertise and oversight to other departments in the conversion of records to the citywide Records Management program.
• Process Fair Political Practice Commission (FPPC) statements of economic interest from elected and appointed officials and employees, and campaign finance statement filings from office holders, candidates and committees; monitor FPPC filings pursuant to State and Federal Regulations.
• Plan, coordinate, prioritize, schedule, and supervise office operations, including supervision of volunteers; oversee and participate in the scanning, indexing, filing and distribution of minutes, ordinances, resolutions, and other official documents.
• Respond to requests for research and information from the City Council, City staff, and the general public regarding City codes, ordinances, and established policies and procedures; research and analyze legal or administrative issues; compile data for administrative and public reports.
• Assist in the preparation of the budgets for the City Clerk's Office; monitor expenditures and accounts payable functions.
• Assist the City Clerk in the planning, preparation of materials and administration of Municipal elections; facilitate required language translations, prepare and publish legal notices, order candidate forms and materials, ensure information is in compliance with new Election code legislation; assemble candidate instruction packets, verify residency and candidate requirements, provide information to candidates and the public on election and candidacy requirements and procedures.
• Assist in the development, update and revision of citywide procedures and instructions related to records management, public records requests and other related laws in accordance with approved City policies.
• Perform the duties of the City Clerk in his/her absence, as directed.
• Process applications for Special Event Permits.
• Assist with the maintenance of the roster and membership status of the City's boards and commissions, monitor board and commission member vacancies and recruitments in accordance with the Maddy Act.
• Attend and participate in professional associations and group meetings; stay abreast of new trends and innovations in the City Clerk field.
• Perform other related duties as required.

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by specialized coursework in records management or other applicable business applications. An Associate's Degree from an accredited community college or two years of college level coursework in records management, public or business administration, or a related field is highly desirable.

Experience:
Four years of increasingly responsible experience providing administrative staff support to a City Council, Board, Commission, or other body that requires developing agendas, preparing minutes, and maintaining official records. Supervisory experience, elections experience, and/or Deputy City Clerk experience are highly desirable.

License or Certificate:
Possession of an appropriate, valid driver's license. Certification, or prior or current work towards certification, from the International Institute of Municipal Clerks as a Certified Municipal Clerk is desirable.

Examination Process

• SCHEDULE OF EVENTS

• Please note, all dates and/or timeframes are subject to change.