Deputy City Clerk
Education: Graduation from an accredited college or university with a Bachelor’s degree.
Experience: Four (4) years of progressively responsible professional, technical, and administrative experience in a City Clerk’s Office, municipal government, or public-sector organization. Direct experience performing municipal clerk functions, including records management and one or more of the following areas, is highly desirable: agenda and legislative administration, Public Records Act administration, municipal elections, ethics and disclosure requirements, or boards and commissions administration. Licenses and Certifications- A valid California Class C driver’s license may be required based on assignment.
- Certified Municipal Clerk (CMC) designation through the International Institute of Municipal Clerks (IIMC) is required.
- Candidates who do not possess the CMC designation must actively work towards obtaining the certification within the first year of employment.
The ideal candidate is a proactive, solutions-oriented leader who ensures the effective and legally compliant management of the City Clerk’s Office, including official government records, City Council agendas, and local elections.
The City of South Pasadena is committed to a culture of Collaboration, Accountability, Courage, Ownership, Professionalism, and Service Excellence. Candidates are expected to demonstrate these values in their work and interactions with colleagues and the community.
Under general direction of the Chief City Clerk, the Deputy City Clerk serves as a key member of the City Clerk’s leadership team and performs complex, confidential, analytical, administrative, legislative, records management, elections and public-facing work. This position exercises a high degree of independent judgement, critical thinking, initiative, discretion, and accountability and manages programs and projects that require the direction and review of work of staff. In the absence of the Chief City Clerk, the Deputy City Clerk acts in that capacity and performs related work.
Distinguishing Characteristics
The Deputy City Clerk is a management-level classification responsible for administering and managing the implementation of assigned City Clerk programs, policies, and statutory functions. The position exercises delegated authority and substantial independent judgment in establishing priorities, resolving operational and compliance matters, interpreting and implementing applicable laws and City policies, and developing and implementing procedures for assigned programs. The Deputy provides functional direction and review of staff work and serves as the Chief City Clerk in their absence.
This position is distinguished from the Chief City Clerk in that the Chief City Clerk has overall responsibility and accountability for the strategic direction, statutory functions, budgetary oversight, and management of the City Clerk’s Office.
Duties & Responsibilities
- Provides leadership in the day-to-day administration of the City Clerk’s Office and independently manages assigned programs, projects, and priorities.
- Manages and administers assigned components of the City Council agenda process, including reviewing agenda materials for completeness and compliance, resolving procedural deficiencies, preparing and distributing agenda packets, posting legal notices, attending meetings, recording actions, and preparing and reviewing official minutes, resolutions, ordinances, and legislative records.
- Provides guidance to City departments regarding agenda preparation, meeting procedures, noticing requirements, records responsibilities, and City Clerk procedures.
- Provides solutions and written procedures to promote consistency, compliance, efficiency, and accessibility.
- Performs complex legislative research and analyzes municipal code provisions, ensuring necessary updates are submitted timely and circulated as scheduled.
- Manages and administers the City’s Public Records Act (PRA) request program, including reviewing and analyzing requests, coordinating record searches with City departments, tracking statutory deadlines, reviewing responsive records, consulting with the City Attorney’s Office as needed, and ensuring timely and consistent responses in accordance with applicable laws, City policies, and procedures.
- Assists with and, as assigned, leads the administration of municipal elections and election-related activities in accordance with applicable law, including candidate services, nomination processes, ballot measures, election notices, and campaign filing requirements.
- Manages and administers the City’s record-management program, including evaluating practices, establishing procedures and file plans, developing and updating retention schedules, coordinating records disposition, and implementing improvements to ensure legal compliance, consistency, accessibility, and operational efficiency.
- Identifies emerging issues, evaluates alternatives, and recommends and implements appropriate solutions within established authority.
- Responds to and resolves complex, sensitive, or escalated inquiries regarding City Clerk programs, policies, statutory requirements, and procedures.
- Administers oaths, participates in bid openings, completes verifications of residence, and in the absence of the Chief City Clerk, attends City Council meetings and takes minutes.
- Coordinates and supports the City’s boards and commissions program, including recruitment and appointment processes, maintaining rosters and terms of office, tracking vacancies and appointments, coordinating required training and filings, providing procedural guidance to staff liaisons, and supporting compliance with applicable noticing, agenda, and records requirements.
- Manages the City’s biennial review and amendment of its Conflict of Interest Code, including working with departments to identify designated positions and appropriate disclosure categories, coordinating required updates, and preparing related documentation for review and adoption.
- Manages and administers the City’s annual Conflict of Interest Code and Form 700 filing process, exercising independent responsibility for identifying designated filers, distributing and tracking filing requirements and deadlines, reviewing filings for completeness, following up on outstanding or deficient filings, maintaining required records, and serving as a primary resource to City officials, employees, commissioners, and other designated filers regarding filing procedures and requirements.
- Coordinates claims activities with claims adjustors and other personnel.
- Maintains confidentiality and exercises discretion in handling sensitive, privileged, personnel-related, election-related, and other confidential information.
- Keeps current on legislation, regulations, technology, professional practices, and emerging issues affecting municipal clerks, records management, open meetings, public records, elections, ethics, and local government administration.
- Performs related duties as assigned.