DEFINITION
To assist the Town Clerk with planning, organizing and directing the activities of the Town Clerk’s Office; and to provide highly complex staff assistance to the Town Clerk.
DISTINGUISHING CHARACTERISTICS
The Deputy Town Clerk level recognizes positions that provide full line and functional responsibility for a section and/or assumes substantive and significant programmatic and operational responsibilities in a defined area or responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Town Clerk.
Exercises direct supervision over assigned staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Assist the Town Clerk in managing and directing the activities of the Town Clerk’s Office.
Assist in the development of department goals and objectives; assist in the development, implementation and administration of policies and procedures.
Assist in the development and implementation of the department’s work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures.
Administer compliance of Fair Political Practices Commission guidelines regarding 700 filings and AB 1234 ethics training; prepare and manage required documentation; explain and interpret guidelines.
Serve as Acting City Clerk as required.
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for staffing, equipment, materials, supplies, and services.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the department.
Participate in the preparation of the Town Council agenda; review and edit agendas and related documents associated with the coordination of the Town Council agenda items.
Coordinate Town elections; explain election related requirements to potential candidates; publish and post all election notices and information as required by local, State, and Federal laws; manage, coordinate, and maintain the registration of voters.
Provide staff assistance to Town Council; conduct follow-up on Town Council actions as required.
Prepare, review, and publish ordinances, resolutions, and notices of public hearing, posts, agenda, and other related documents; ensure compliance with the Brown Act.
Administer compliance of State and local campaign finance and conflict of interest laws; oversee and manage the logs of all Fair Political Practices Commission (FPPC) required filings.
Resolve citizen complaints or problems concerning activities of the Town Clerk’s Office; keep the Town Clerk advised on activities through oral and written reports.
Supervise and participate in the Town’s public information activities including responding to the media requests, preparation of press releases, development and implementation of marketing plans and maintenance of social media sites.
Represent the division and department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
Research and prepare technical and administrative reports; prepare written correspondence.
Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints.
Build and maintain positive working relationships with co-workers, other Town employees and the public using principles of good customer service.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS Knowledge of:
Principles, practices and procedures of Town Clerk functions and requirements and municipal government operations and organization.
Principles, practices, and methods of modern records management policies and procedures and access to public records/information, including rapidly changing trends in methods and technology.
Principles and practices of policy development and implementation.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent local, State and Federal laws, rules and regulations, including the California Public Records Act, the Ralph M. Brown Act, the California Political Reform Act, the California Elections and Government Codes, and Regulations of the California Fair Political Practices Commission. Budgeting procedures and techniques.
Principles and practices of organizational analysis and management.
Principles and practices of marketing, social media and public information.
Principles and practices of leadership, motivation, team building and conflict resolution.
Principles and practices of supervision, training and performance evaluation.
Pertinent local, State and Federal rules, regulations and laws.
Principles and practices of organizational analysis and management.
Safe work practices.
Modern office equipment and methods including use of computer applications in word processing, spreadsheet, database, and graphic presentation.
Principles and practices of customer service.
Ability to:
Assist the Town Clerk in managing the operations of the Town Clerk’s Office.
On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations , codes and covenants; observe performance and evaluate staff; problem solve department related issues; follow various rules and procedures; and explain and interpret policy.
On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation;
use telephone, and write or use keyboard to communicate through written means; and lift or carry weight of 25 pounds or less.
Organize, implement, direct and participate in difficult and complex work involving the Town Clerk’s Office, ensuring compliance with Town policies and procedures, local, state and federal laws and regulations.
Assist in the development and monitoring of an assigned program budget.
Develop and recommend policies and procedures related to assigned operations.
Maintain confidentiality of sensitive information and data.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply Town and department policies, procedures, rules and regulations.
Prepare and administer a budget.
Operate and use modern office equipment including computers and applicable software including spreadsheets and financial systems to organize and analyze data.
Supervise, train and evaluate personnel.
Communicate clearly and concisely, both orally and in writing, including the preparation and delivery of public presentation.
Establish and maintain effective working relationships with those contacted in the course of work.
Apply and uphold the Town-wide and departmental goals and the Town Employee values of Integrity, Teamwork, Accountability, Commitment and Excellence.
Experience and Training Guidelines:
Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience:
Five years of increasingly responsible experience performing administrative duties in a Town/City Clerk’s Office, including two years of supervisory responsibility.
Training:
Equivalent to a Bachelor’s degree from an accredited college or university, with major course work in business administration, public administration or a related field.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver’s license.
Ability to obtain a certification as a California Municipal Clerk within 2 years.
Ability to obtain a Public Notary certification with 6 months.
Working Conditions:
Work is performed in a typical temperature controlled office environment subject to typical office noise and environment. Position requires working beyond normal business hours, attendance at evening meetings and/or weekend work and the ability to travel.
Established: 2021
