Deputy City Clerk
Deputy City Clerk
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
$ 57568 - 81004
1 Vacancy
Job Description
THE POSITION
THIS POSTING WILL BE OPEN UNTIL FILLED
Application cutoff dates are weekly every Friday
With supervisor approval incumbents may be eligible for intermittent remote work;however they must physicallyresidewithin the Sacramento region orhave the ability toregularly report to a City of Sacramento physical worksite with little notice.
Under general supervision the Deputy City Clerk performs a wide variety of difficult complex and specialized clerical and administrative duties in the City Clerks 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 Clerks Office.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by the Assistant City Clerk. The classification does not have supervisory responsibilities.ESSENTIAL DUTIES AND RESPONSIBILITIES
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 postmeeting 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 Clerks 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 journeylevel 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 besubmittedwith your application andwill beat 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 acredentialsevaluation 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.
THE SELECTION PROCEDURE
Please note the City of Sacramentos preferred method of communication with applicants is via email. As such please ensure you verify the email address on your application and check your emailfrequently including your spam and junk folders. All email notifications can also be accessed through the applicant inbox.
1. Application:(Pass/Fail) All applicants must complete andsubmitonlinea City of Sacramento employment applicationby thenextpostedcutoffdate;
Employment applications must besubmittedonline; paper applications will not be accepted.
Employment applicationswill be considered incomplete and will be disqualified:
If applicants do not list current and/or past jobrelated experience in theduties area of theWork Experience section.Note: Qualifying experience is based on fulltime experience 40 hours per week). Qualifying experience is calculated to the fulltime equivalent (prorated if less than 40 hours/week.
If see resume is noted in the Work Experience section; a resume will not substitute for the informationin the Work Experience section.
Proof of education such as but not limited to university/college transcripts and degreesshouldbesubmittedonlinewith your application.Proof of educationwill beat time of appointment.
Position/job titles will not be considered indeterminingeligibility for meeting the minimum qualifications for this position.
Ifyourerequesting Veterans credit a copy of your DD214 must besubmittedonlinewith your application oremailedto the Employment Officeby thenextpostedcutoffdate.Informationregardingthe use of Veterans credit can be found in the Civil Service Board rules under rule4.9C.
Applicantsare responsible forattaching a copy of their DD214 to each position for which they apply.
2.Training andExperience Exam: (Weighted 100 The questionslocatedat the end of the application are theTraining andExperience (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 candidates educationtrainingandexperience. The exam score willdetermineyour ranking on the eligible list for this job. When completing the T&E questions please note:Responses to the T&E questionsmustbesubmittedonline; paper questionnaires will not be accepted.
A resume willnotsubstitute for the informationin the T&E questions.
3.Eligibility: Candidates who pass theTraining andExperience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the oneyear list. Candidates eligibility expires one year from the date of notification of a passing score for the Deputy City Clerkexamination.4.Screening Committee: (Pass/Fail) All candidates that pass the examination and are in one of the top three ranks will have their applicationforwardedto 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 asstatedon the job announcement for applications selected by the hiring department.
5.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 preemployment medical exam controlledsubstanceand/or alcohol test andpossessany 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:For technical support between 6 AM 5 PM PT contact Live Applicant Support at.
Visit the City of Sacramento Human Resources Department website at an email to;or
Call the Human Resources Department at
Employment Type
Full-Time
