Job Description

Posting number: 010705-26-CC-3

Department: City Clerk

Division: City Clerk

Job classification: Deputy City Clerk

Posting type: Open

Categories: Clerical & Data Entry, Miscellaneous

Summary

THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 200 APPLICATIONS

OR

AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.

IDEAL CANDIDATE STATEMENT

The Deputy City Clerk serves as the Clerk for assigned Commission meetings and will be required to work evening meetings as needed. Shift start and end times may be adjusted based on the operational needs of the City Clerk's Office, including attendance at evening City Council and Commission meetings. The ideal candidate is an organized, detail-oriented administrative professional with excellent customer service skills and the ability to manage multiple priorities in a fast-paced, deadline-driven environment. They are accurate, dependable, and take pride in producing high-quality work while maintaining confidentiality, professionalism, and a commitment to transparency in local government. The ideal candidate will have strong administrative and organizational skills and is comfortable preparing agendas, proofreading documents, maintaining official records, responding to public records requests, processing contracts, and coordinating a variety of legislative and administrative activities. They communicate effectively, work well both independently and as part of a team, and exercise sound judgment in supporting the City Council, commissions, City staff, and the public.

Under general supervision, the Deputy City Clerk performs a wide variety of difficult, complex, and specialized clerical and administrative duties in the City Clerk’s Office; assists the public and other City departments; prepares City Council agenda and chamber; assembles bid materials and processes contracts; provides notary services.

DISTINGUISHING CHARACTERISTICS

This classification is populated with multiple incumbents who perform at the journey level and are responsible for providing administrative assistance including maintaining records and documents and providing detailed information to City departments, citizens, and outside agencies.

Deputy City Clerk is distinguished from Senior Deputy City Clerk in that the latter performs specialized and technical duties in support of the City Clerk’s Office.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Assistant City Clerk. The classification does not have supervisory responsibilities.

Examples of duties

TYPICAL DUTIES

• Maintains City records and files; records documents with County Recorders Office per legal requirements; retrieves and copies public records for City departments, agencies, news media, and the public; responds to questions from City departments, agencies, and the public regarding official City records and general information; refers individuals to appropriate agency or department; collects various service fees, prepares receipts, maintains and balances cash drawer; prepares revenue documents; accepts and processes claims, summons, and complaints filed against the City; explains process to claimant; notarizes documents for city officials, employees, and the general public.
• Posts meeting notices and documents, prepares legal notices and newspaper ads; prepares and distributes letters and other post-meeting notifications to advise interested parties of Council action; assembles and composes wording for agenda materials for City Council packets, reviews for completeness and clarity. Proofreads agenda packets, prepares Council binders and distributes; mails agenda and synopsis to subscribers; maintains Council audio, video, and agenda files. Sets up Council chambers for meetings; removes and stores materials afterward.
• Serves as Legislative Secretary at City Council meetings; takes minutes for permanent record; prepares a written synopsis of actions taken during the meetings; processes appeals to administrative decisions; notifies, prepares documents for legal authorities and City Council; notifies appellant of legal decision; maintains and updates manuals, rosters, and records, coordinates membership application and interview process, provides information to City Council regarding the activities of boards and commissions.
• Assembles materials for formal City bids; advertises, accepts, and processes bids, assists with public opening; processes City Manager agreements and contracts, contract change orders, purchase order extensions, and informal contracts; completes paperwork needed to process resolutions and ordinances; independently composes correspondence related to responsibilities assigned; assists in developing and writing office procedure manual.
• Performs general clerical work, including filing, scheduling, processing purchase orders and payment vouchers and mail; operates word processor and other office machines and equipment.
• Performs other or related duties as assigned.

Qualifications

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equipment.
• Principles of report writing and business letter writing.
• Computers and word processing applications.
• Complex record keeping principles and procedures.
• Basic arithmetic.
• Principles of excellent customer service.
• Legal requirements for various publications and hearings.
• Organization, procedures, and operating details of the City Clerk’s Office and City government.

Skill in:

• Use of computers and computer applications and software.
• Managing multiple tasks and deadlines.

Ability to:

• Communicate effectively, orally and in writing.
• Work cooperatively and effectively with other departments, outside agencies, elected officials, and the general public.
• Analyze situations carefully and adopt effective courses of action.
• Compile and maintain complex and extensive records.
• Independently compose correspondence and written reports.
• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Type at a speed of not less than 50 net words per minute.
• Interpret, translate, and apply State and local legislation.
• Work independently in the absence of supervision.

EXPERIENCE AND EDUCATION

Any combination of education and experience that would provide the

required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

Three years of increasingly responsible clerical experience, including one year of experience performing complex and difficult clerical duties comparable to those of an advanced journey-level clerical class in the City of Sacramento.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Notary:

Possession of a Notary commission issued by the California Secretary of State is highly desirable.

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

Supplemental information

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline or upon receipt of 200 applications; whichever occurs first.

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing date or upon receipt of 200 applications; whichever occurs first. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

1. Training and Experience Exam: (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

1. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Deputy City Clerk examination.
2. Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
3. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass LiveScan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS: For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website athttps://www.cityofsacramento.gov/HR/employment;
• Send an email to employment@cityofsacramento.org; or
• Call the Human Resources Department at (916) 808-5726