• Full Time
  • San Mateo, CA
  • $9,743 - $11,624/month, plus a comprehensive benefits package USD / Year

Website City of San Mateo

The City of San Mateo City Clerk’s Office is looking for a highly qualified Deputy City Clerk

Why Join our Department?

The Office of the City Clerk is a service department within the municipal government upon which the five-member City Council, all City departments, and the general public rely for information regarding the operations and legislative history of the City. The City Clerk serves as the liaison between the public and the City Council and provides related municipal services such as serving as the Elections Official, providing key staff for Council meetings and recording all Council action, and serving as records manager for the protection and preservation of the public record.

What You’ll Do

Under the general direction of the City Clerk, the Deputy City Clerk uses independent judgement to plan, organize, direct, and perform a variety of complex administrative, technical, and supervisory duties in support of the City Clerk Department’s day-to-day operations, primarily legislative operations and contract and process management. The Deputy City Clerk serves as the second in command within the City Clerk’s Department and provides backup to the City Clerk.  The Deputy City Clerk will provide a high level of administrative and technical support to the City Clerk and other departments and perform all duties of the City Clerk in his/her absence. Duties may include, but are not limited to, the following:

  • Assists the City Clerk in performing the day to day functions of the City Clerk’s office; and in the absence of the City Clerk, act as City Clerk, performing such duties as serving as the Clerk of the City Council, maintaining meeting protocols, parliamentary procedures and proper conduct, writing agenda reports, taking minutes, certifying ordinances, resolutions, agreements and other official documents, administer oaths of office and supervise staff.
  • Reviews changes in law, regulations and guidelines for their effect on City Council and Advisory Body activities; evaluates the effect of such changes, and recommends and implements changes to policies and procedures as required for compliance. Participate in the development of an installation of new or revised programs, systems, procedures, and methods of operation; update and revise policies and procedures.
  • Assists in the preparation of the annual budget for the Department; estimates staffing, equipment, and supply needs based upon recent trends and planned activities; monitors expenditures after budget adoption.
  • Implements and manages the agenda production process including maintaining a deep knowledge of the agenda management software and process; training staff in the use of the software and process; and assists in deploying consistent agenda practices across the organization; coordinating with other departments on agenda content; enforcing work product standards and holding departments and higher classifications responsible for meeting standards and deadlines; and producing the agenda and agenda packet per state law and city requirements.
  • Manages the publication of legal and public notices, for all Council bodies, in accordance with City, State and Federal law, and filing, indexing, certifying, processing for recordation, and safeguarding of all City Council proceedings.
  • Maintains compliance with applicable Federal, State, local laws, relating to areas of responsibility, including but not limited to, California Elections Coe, the Brown Act, Political Reform Act, Conflict of Interest Code, and the Public Records Act.
  • Oversees maintenance and development of City-wide records management initiatives.
  • Assists the City Clerk in the administration and conduct of municipal elections and special events. Serves as Filing Officer for campaign and conflict of interest finance reporting.
  • Serves as liaison to the County Registrar of Voters.
  • Attends City Council meetings with the City Clerk to assist with operating the audio / visual / agenda / voting system and take minutes as required.  Responsible for after Council action including producing and maintaining official City records and documents in good order such as resolutions, ordinances, contracts, deeds, correspondence, inter-agency notifications and minutes.
  • Prioritizes work of staff; develops and trains staff; conducts performance evaluations; approves actions regarding hiring, promoting, and disciplining; and approves recommendations on all employee actions.

The Deputy City Clerk receives general supervision from the City Clerk or higher level personnel and exercises direct supervision over management and administrative staff.  For a complete list of duties, reference our job specifications at https://www.cityofsanmateo.org/DocumentCenter/Home/Index/86c

Who You Are

  • An individual who possesses knowledge of excellent English usage, spelling, grammar and punctuation; business letter writing and report preparation; operation and use of office equipment, including strong computers skills and office software applications; procedures and practices of records management; organization and functions of municipal government; laws, rules, regulations, and procedures related to City Clerk functions, including municipal elections, political reform requirements and public records; principles and practices of management, supervision, and training; and basic accounting and budget procedures.
  • An individual who possesses the ability to meet multiple deadlines and balance multiple projects; provide information and organize material in conformance with policies and regulations; respond to requests and inquiries from the general public; maintain complex records, summarize written material, and interpret a variety of documents, including contracts and ordinances, and apply laws, rules and regulations; answer user questions and assist in training City personnel in records management; communicate clearly, effectively and concisely, both orally and in writing; establish and maintain cooperative working relationships with those contacted in the course of work; ability to review documents for completeness and accuracy; ability to take notes and prepare minutes; locate and assemble data; provide information and organize material in conformance with laws and procedures; supervise and train staff; maintain multiple filing systems including confidential data; keep abreast of laws, regulations, and pertinent professional knowledge related to the field; maintain confidentiality; understand and carry out verbal and written instructions; provide excellent customer service to the public and to the organization; ability to respond professionally and effectively to changing priorities; review and analyze processes, procedures and policies and make effective recommendations for change; function independently and make decisions based on sound judgment affecting areas of responsibility within established guidelines and consistent with applicable law or code; and demonstrate thoroughness and accuracy.

What You Bring

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

  • Five years of increasingly responsible clerical experience in a municipal organization of which at least two years’ experience in a City Clerk’s department or local government equivalent.
  • 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 field related to the work, or certification as a Certified Municipal Clerk.
  • Special Requirement:  Ability to attend night meetings.

Bonus Points (highly desirable)

  • Experience working with City Council, Boards or Commissions, or other elected officials is highly desirable.
  • Certified Municipal Clerk certificate is desirable.
  • Thorough understanding of and experience with records management is desirable.
  • Experience with Agenda Management software is highly desirable.
  • Knowledge of state laws regarding the Public Records Act, Brown Act, Political Reform Act, the Government Code, and Elections Code is highly desirable.
  • Excellent written and verbal communications, including strong research and presentation skills is desirable.

ADA Special Requirement:  Essential duties require the following physical abilities and work environment:  Ability to work in a standard office environment.

Salary:  $9,743 – $11,624/month, plus a comprehensive benefits package

To apply, review the complete job announcement, benefits information, etc., please go to https://www.calopps.org/san-mateo/job-20510097

Application Deadline – Recruitment will close on June 14, 2024, at 5 p.m. or upon receipt of the first 50 applications, résumés, (required) and supplemental questionnaires, whichever occurs first.

To apply for this job please visit www.calopps.org.