Deputy City Clerk (20534785)

The City of Lincoln is built on a culture of hard work and dedication with service to our community at the center of what we do every day. We are currently seeking a dedicated and skilled individual to join our team as a Deputy City Clerk.

Under general supervision, the Deputy City Clerk performs diversified, advanced specialized and administrative work in support the City Clerk's Office. This role is crucial for maintaining city records, assisting with public inquiries, and ensuring the seamless operation of the office. The position requires high adaptability, effective communication, and the ability to build and sustain positive relationships with the general public and various levels of staff across all City departments.

This position is represented by the Mid-Management/Confidential employee group, and the probation period is 12 months.

DISTINGUISHING CHARACTERISTICS

The Deputy City Clerk is responsible for performing the more routine tasks and duties of journey-level professional records management work. Incumbents provide responsible clerical and administrative assistance to the City Clerk in carrying out the functions of the department. This class is distinguished from the next higher class of City Clerk in that the latter has supervisory responsibility for the City Clerk Office.

SUPERVISION RECEIVED/EXERCISED

Receives general supervision from the City Clerk. Incumbents of this class do not routinely exercise supervision.

ESSENTIAL FUNCTIONS

Include but are not limited to the following

• Responsible for operation of the City Clerk’s Office in the absence of the City Clerk.
• Drafts and finalizes City Council meeting agenda; coordinates electronic distribution of agenda packets to City Council members, the City Manager, City departments and interested members of the public; arranges for publication and posting of notices regarding City Council meetings; prepares meeting minutes; prepares and distributes agenda synopsis detailing Council action and directions to staff; distributes and files documents following Council action; finalizes resolutions, ordinances and minutes in preparation for officials’ signatures.
• Responds to inquiries from the public by letter, telephone and in-person regarding Council action and records; reviews official documents approved by City Council for accuracy, provides certified copies and attest to legal documents in the absence of the City Clerk; processes legal advertisements in accordance with State statutes.
• Handles recording of official documents; reviews official legal documents for accuracy and completeness; handles distribution and copying of recorded documents; provide notary service to city officials, staff and public.
• Assist with Municipal Election activities.
• Provide information and interpretations on the role of City Council and various committee members’ operation policies, appointment procedures, and other questions which may arise concerning committee function.  Provide notice of all meetings, keep appropriate minutes and otherwise ensure that all Board meetings are conducted in accordance with State law.
• Communicate clearly and politely to assist employees and the general public in person and by telephone; acts interdependently across departments and cultivates relationships with a broad range of functions and levels in the organization.
• Maintains the official files, indices and records of the City in accordance with established policy; assists in development of policies and procedures for the records management program at the direction of and in coordination with the with the City Clerk to determine operating, administrative, legal, fiscal, historical and/or archival value of City records; ensures technical compliance with government codes for records retention, dissemination, access, and destruction in accordance with established policy. 
• Coordinates maintenance and operation of the records center and serves as records management liaison to City departments.
• Scans various documents; prepares documents for scanning; operates scanner and indexes items scanned on the computer.
• Provides information and forms to the public; collects and processes appropriate information; processes requests for release of bonds, certificates of deposit and letters of credit.
• Responds to public record requests by letter, telephone and in person regarding Council action and City records; researches information for public or City staff when necessary; assists in the maintenance of files including historical legal documents, resolutions, ordinances, agreements; advertises public hearings and other legal notices; assists with election activities.
• Maintains office equipment; requests and follows up on needed maintenance; operates and performs routine preventative maintenance on office machines.
• Demonstrates understanding of applicable policies, procedures and work methods associated with assigned duties.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds also is required.

KNOWLEDGE/SKILLS/ABILITIES

The following are a representative sample of the KSA’s necessary to perform essential duties of the position.

Knowledge of:  General principles of the department including provision of State and Federal codes, mandates, governing rules, regulations and policies, organization, procedures and operating details of City government procedures of a City Clerk’s Office.  General principals of administration, methods and techniques of supervision, training and motivation; standard office procedures, practices and equipment, including a computer and applicable software; English usage, spelling, grammar and punctuation; basic office methods and equipment.

Skill to:  Operate standard office equipment, including telephone, copy machine, scanner, computer and variety of word processing and software applications.

Ability to:  Demonstrate understanding of applicable policies, procedures and work methods associated with assigned duties.  Communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; resolve contentious issues collaboratively, respectfully and effectively; establish positive working relationships with representatives of community organizations, state/local agencies, City management and staff and the public.  Effectively organize, direct and review work of assigned staff; maintain confidentiality of sensitive information; interpret and apply administrative and department policies and procedures; proactively research to ensure compliance with applicable regulatory agencies; analyze situations appropriately and adopt effective course of action.  Undertake activities associated with maintaining and operating records center; operate modern office machines including digital imagining equipment; learn principles and practices of archival records management; perform general clerical work including maintenance of complex files and records and compile information for reports under minimal supervision; correctly interpret and apply the policies and procedures of the program or function to which assigned; compose reports and correspondence involving individual judgement; perform routine clerical work; provide information and organize material in conformance with policies and regulations; read and understand a variety of documents including contracts and ordinances; learn and apply municipal laws and procedures, City Municipal Code provisions, election laws and political reform requirements; follow written and oral directions; read, interpret and record data accurately; prepare clear and concise reports and keep accurate records; perform mathematical calculations quickly and accurately if needed.

THE SELECTION PROCESS

The process may include an in-basket exercise, individual interviews, panel interviews and/or other related components.  Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. The candidate selected for the position will be required to complete a background check including reference checks, fingerprint check, medical exam, drug-screening and/or other related components.

Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of five days in advance of the selection process exam by calling (916) 434-3229 or emailing hr@lincolnca.gov. The City of Lincoln is an Equal Opportunity Employer.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.