DEFINITION
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Under general direction, assists the City Clerk with planning, organizing, and overseeing the staff and operations of the City Clerk’s Office; assists in the coordination and administration of the preparation and maintenance of public records for the City; assists in facilitating the development of legislative policy and maintenance of legislative history by attending, recording and coordinating administrative support for City Council meetings and other administrative proceedings; and to perform other related duties as assigned.ESSENTIAL JOB DUTIES
Under general supervision, the Deputy City Clerk will:
Assist in planning, organizing, directing and managing the staff and operations of the City Clerk’s Office; ensure smooth, timely and efficient office operations; relieve designated administrators, officials and City Councilmembers of administrative duties; ensure Department activities comply with established policies and regulations.- Assist with the coordination, oversight and participate in the preparation and maintenance of public records for the City; update official records and related documents in response to administrative resolutions and ordinances concerning City policies, procedures and administrative regulations; certify official legislative documents; verify signatures and affix City seal to ordinances, resolutions, agreements, deeds, bonds and other documents as necessary; index and file City records.
- Assist in coordinating the preparation of agenda packets for administrative meetings; review agenda items for compliance with legal requirements and inclusion of necessary exhibits and backup materials; may compose, edit and prepare agenda items and public hearing notices; coordinate changes to the agenda; supervise the distribution of agenda materials to administrators, staff and other individuals and agencies.
- Research and compile a variety of information for studies and reports; conduct special research projects in response to requests from the public and other City departments; prepare and deliver oral presentations to administrators, staff and the community.
- Prepare and maintain a variety of records and reports related to administrative meetings, elections, legal documents, City policies and procedures, financial activity and assigned duties.
- Respond to requests, complaints and questions from officials, staff and the public; may interpret plans, policies and regulations to officials, staff and the public.
- May assist in the planning and certifying City municipal elections; maintain and update City conflict of interest filings.
- May facilitate the development of legislative policy by attending, recording and coordinating support for City Council meetings and other administrative proceedings; administer oaths, affirmations and acknowledgements; take and transcribe official minutes at City Council and other administrative meetings in City Clerk absence.
- May assist in the development and preparation of the departmental annual budget; review and evaluate budgetary and financial data; monitor and control income and expenditures in accordance with established limitations.
- May prepare and process legal documents and publications related to administrative actions and proceedings; may assist in processing and distributing updates to the Paramount Municipal Code.
- Provide complex administrative support to the City Council, including scheduling, coordinating travel arrangements, preparing correspondence and various detailed administrative support tasks.
- Perform other duties as assigned.
EDUCATION AND EXPERIENCE
Education equivalent to two years of college course/completion of sixty (60) college semester units in public or business administration or a related field, Additional years of professional experience may be substituted for up to thirty (30) units of college semester units.
Three years of increasingly responsible administrative experience providing support to a council, board, commission, or other body that involved office and records management, developing agendas, and taking and transcribing minutes; or any combination of education, experience, and training that would likely provide the required knowledge and abilities. Experience in a municipal setting or other public agency is highly desirable.
- A comprehensive understanding of the Brown Act, Public Records Act, Political Reform Act, Elections Code, Government Code, Voting Rights Act and Maddy Act. Certified Municipal Clerk (CMC) designation. Experience in a municipal setting or other public agency is highly desirable.
- Valid Class C Driver License and acceptable driving record.
- Certification as a Notary Public is highly desirable.
- Policies, principles and procedures appropriate for establishing, maintaining and controlling an extensive and complex municipal records system.
- Policies and procedures for the organization and function of municipal government; pertinent Federal, State, and local laws, codes, and regulations, including the Political Reform Act, Public Records Act, Brown Act, Elections Codes and the Maddy Act.
- Principles, practices, procedures and techniques of public administration, specifically those related to budgeting, project management, human resource management and customer service.
- Principles, procedures and practices in organizational structure, office management methods, business letter writing and report preparation.
- Record management, filing, classification, storage, retrieval and retention.
- Notarial practices and guidelines.
- Principles and practices of employee supervision and training, including staff selection, motivation, direction, mentoring and performance evaluation.
- Plan, organize, direct, and oversee the work of the City Clerk’s office.
- Plan, organize, schedule, coordinate and evaluate the work of subordinate technical and clerical administrative staff.
- A high degree of attention to detail.
- Provide consultation and technical expertise concerning assigned operations and activities.
- Interpret, apply, and explain rules, regulations, policies, and procedures applicable to assigned functions.
- Oversee and provide guidance for some operations in the City Manager’s Office and Administrative Services Department.
- Analyze administrative problems, evaluate alternatives and make creative recommendations.
- Prepare and administer budgets and establish fiscal controls.
- Prepare and maintain a variety of reports and records.
- Work effectively under pressure and in emergency conditions.
- Type proficiently and at sufficient speed to perform assignments in a timely manner.
- Communicate effectively, both orally and in writing.
- Establish and maintain cooperative and effective working relationships with others.
Completed application, cover letter, and resume must be submitted by the filing deadline listed above. Application packets will be screened in relation to the criteria outlined in the job announcement. Applicants that meet qualifications and experience that best relate to the position will be invited to participate in the online examination process. Possession of the minimum qualifications does not ensure an invitation to the recruitment process. The selection process will include an oral interview and may include other testing processes designed to predict successful job performance.
City application, cover letter, and resume should be completed and submitted to governmentjobs.com/careers/paramountcity. Job information may be obtained from the Human Resources Division at 16400 Colorado Avenue, Paramount, CA 90723. Office hours: Monday-Thursday from 8:00 a.m. to 5:30 p.m., and Friday from 8:00 a.m. to 5:00 p.m. You may also contact HR at (562) 220-2067.
The City of Paramount, in compliance with all applicable Federal and State laws, does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability, sex, or sexual orientation in its employment actions, policies, procedures or practices. Reasonable accommodations for applicants with disabilities may be requested by calling the Human Resources Division at least three (3) business days in advance of the scheduled examination/interview date.
VACATION LEAVE: 80 hours per year for first five years, 120 hours per year after five years, 160 hours per year after ten years.
SICK LEAVE: 96 hours per year. Sick leave accumulation in excess of 480 hours is paid directly to the employee as a cash benefit at the end of each year at the rate of 50% of employee’s current pay rate.
HOLIDAYS:12 paid holidays per year.
HEALTH INSURANCE: 85% paid medical for employee and dependents. Coverage effective the first day of the month following the date of hire. Employees who are able to provide proof of other group insurance coverage may elect to opt-out of the City Health benefits and receive a monthly payment in the amount of $450 in lieu of coverage.
LIFETIME MEDICAL: Employees who retire from the City after are entitled to 85% of the cost of their medical premium.
DENTAL/VISION: 100% dental and vision coverage for employee and dependents. Coverage is effective the first day of the month following the date of hire.
LIFE INSURANCE: Coverage is equal to 100% of annual salary.
DISABILITY INSURANCE: The City pays 100% of the insurance plan.
RETIREMENT: PERS retirement - 2% at 62 benefit formula for “New” CalPERS members, 2.5% at 55 benefit formula for “Classic” CalPERS members covered under pre-2013 rules.
DEFERRED COMPENSATION: An optional plan is available at employee’s cost.
CREDIT UNIONS: The City is affiliated with Southland Credit Union and F & A Federal Credit Union. Employees are eligible for membership.
EMPLOYEE ASSISTANCE PROGRAM: An Employee Assistance Program (EAP) is available to provide help to employees and members of their families who are experiencing personal problems. Contact the Human Resources Department for more information.
EDUCATION REIMBURSEMENT : The City encourages employees to develop their knowledge and abilities by offering a variety of reimbursements for job-related education up to California State University Dominguez Hills (CSUDH) part-time tuition.
BILINGUAL PAY: The City offers three tiers of job related bilingual pay based on classification, employees may be eligible for $35, $75, $150 per month.
SCHEDULE: Full-time employees for the City of Paramount are on a "9/80" work schedule. Normal working hours include nine hours per day Monday through Thursday and 8 hours every other Friday, with every other Friday off. Some positions, particularly in the Public Safety Department and Public Works Department, have alternative schedules.
