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City of Torrance
Class Code: 1145

Class Designation: Civil Service

December 2008
(Revised)

Representation Unit: Executive & Management

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Deputy City Clerk

Definition

Under general direction from the elected City Clerk, manages and coordinates the programs and activities of the City Clerk's Office; supervises office staff responsible for maintaining official City records, conducting elections, and providing information to the public; coordinates assigned duties and responsibilities with other City departments and outside agencies; provides highly responsible and complex administrative support for the City Clerk, the City Council and various commissions; and performs related work as required.

Distinguishing Characteristics

The Deputy City Clerk is a first-level management classification that exercises considerable independent judgment and takes final action on matters involving the day-to-day operation of the office and relieves the City Clerk of administrative detail.  In the absence of the City Clerk, the incumbent exercises signatory authority for contractual agreements of the City Council and for other official documents.  
This classification is distinguished from the City Clerk in that the incumbent is not an elected official; and is distinguished from the Records Management Coordinator in that the incumbent supervises the records maintenance function, but is not primarily engaged in the performance of records maintenance activities.
Supervision Exercised/Received
Receives direction from the City Clerk within a framework of broad policies and objectives; provides direct supervision to the Records Maintenance Coordinator and to clerical and secretarial support staff assigned to the City Clerk's Office.
Examples of Essential Duties
The following duties represent the principal job duties; however they may vary depending upon actual assignment and are not all-inclusive.
  • Assists the City Clerk in performing those duties prescribed under statutory law, as assigned, such as elections, voter registration, loyalty oaths, preparation and filing of legal notices, document recording, receipt and processing of claims, bid openings, and the handling of Fair Political Practices Commission (FPPC) documents.
  • Serves as a liaison for the City Clerk's Office with other City departments, divisions and outside agencies; negotiates and resolves significant and controversial issues. 
  • Supervises staff; supervisory duties include instructing, assigning, planning and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, acting on employee problems, selecting new employees and implementing employee discipline.  Providing training, advice and assistance as needed. 
  • Directs, coordinates and reviews the work plan for the City Clerk's Office; meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods and procedures. 
  • Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with the City Clerk; implements improvements. 
  • Participates in the development and administration of the City Clerk's Office budget; forecasts additional funds needed for staffing, equipment, materials and supplies; directs the monitoring of and approves expenditures; recommends adjustments as necessary. 
  • Serves as a public notary for City documents; signs warrants; attests to agreements, contracts and various other documents. 
  • Responds to inquiries from the public by letter, telephone and in person regarding City Council actions and records; researches information for public or City staff when necessary, researches and prepares documents for subpoenas and bond sales. 
  • Assists in coordinating with other departments the preparation of City Council agendas; supervises the preparation of agenda packets; attends all regular, adjourned regular and special City Council and various commission meetings; prepares and distributes updates and revisions of City Council policy; coordinates the distribution of City Council and commission meeting minutes.
  • Composes correspondence and prepares special studies, statistical analyses and various reports; ensures mathematical, grammatical and procedural adequacy of reports, forms and other typed materials.
  • Assumes the duties of the City Clerk when absent, including attendance at City Council and various other meetings as assigned.
  • Examples of Essential Duties

    The following duties represent the principal job duties; however they may vary depending upon actual assignment and are not all-inclusive.
  • Attends department meetings as required.
  • Serves on various committees as appropriate.
  • Performs other job-related duties as required.
  • Minimum Qualifications

    Knowledge of

  • Principles and practices of a City Clerk's Office and municipal government administration;
  • Municipal filing requirements and records management procedures;
  • Principles of supervision, training and performance evaluation;
  • Pertinent Federal, State and local laws, codes and regulations, including requirements of the Public Records Act, the Brown Act, the Political Reform Act, the Government Code and Election Code and the City Charter;
  • Methods and techniques of data research and analysis; 
  • Procedures for opening, receiving and closing bids for contract services, equipment, materials and supplies;
  • Principles of municipal budget preparation and control;
  • Modern and complex office procedures, methods, equipment and software applications;
  • Document imaging technology and archiving of municipal records;
  • Business correspondence, proper English usage, spelling, grammar and punctuation;
  • City ordinances and administrative rules and regulations affecting departmental operations and personnel matters;
  • Computer software applications related to data analysis and report preparation;
  • Applicable local, State and Federal regulations;
  • Management and supervisory principles and practices;
  • General City operations. 
  • Ability to

  • Provide sound and professional administrative support to the City Clerk and City Council;
  • Work independently, exercise good judgment and make sound recommendations;
  • Interpret and explain City Clerk's Office policies and procedures and enforce municipal and election laws and procedures;
  • Establish and maintain complex and confidential records, files and documents;
  • Plan, organize, assign, coordinate and manage the activities of staff and outside agencies and contractors;
  • Learn and apply laws, regulations, procedures, and practices related to administration of appointed commissions including public meeting requirements, reporting, etc.;
  • Develop, understand, interpret laws and execute rules, regulations, policies and procedures;
  • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals;
  • Communicate clearly and concisely, both orally and in writing;
  • Provide information and organize material in conformance with policies and regulations;
  • Compose, compile and maintain correspondence, resolutions, records, special studies, statistical analyses, and reports;
  • Perform multiple and concurrent detailed tasks in an environment of time constraints and frequent interruptions;
  • Establish and maintain effective working relationships with those contacted in the course of work including City employees, City and other government officials, various civic organizations, outside contractors, vendors, and the general public;
  • Operate a personal computer and document imaging equipment. 
  • License/Certification Required

    Possession of a valid Class C California Driver's License and a safe driving record. Possession of a Notary Public License, prior to the completion of the probationary period.
    Education/Training/Experience

    Any combination of education and experience that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and skills would be:
    Four (4) years of progressively responsible experience performing professional administrative support and complex office administration duties within a public agency, which includes at least one year of experience in a supervisory or management position.  A Bachelor's degree or equivalent with major course work in business administration, public administration or closely related field and designation as a Certified Municipal Clerk (CMC) from the International Institute of Municipal Clerks (IIMC) is highly desirable.

    Special Requirements

    Physical Requirements
    Due to the nature of work assignments, the incumbent must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under rigid time constraints. On a daily basis, the essential duties of this classification require the ability to stoop; to reach; to stand, walk and sit for extended periods of time; to push and pull objects weighing up to 20 pounds; to lift and carry objects weighing up to 10 pounds; to use finger dexterity to operate a computer and other office equipment; to hear and verbally exchange ideas and information with the public, staff and others on the phone and in the office; to from less than one foot to up to twenty feet with a good field of vision and to distinguish basic colors and shades of color.  On a frequent basis, essential duties of the position require the ability to climb stairs and to perceive the attributes of objects by touch.
    Work Environment
    Essential duties of this classification are primarily performed in a highly dynamic office environment, subject to frequent interruptions and a high level of public contact.  Maintain a flexible work schedule (days and evenings) to accommodate meetings and deadlines of the City Council and various commissions.