Deputy City Clerk

City of Sunnyvale, CA - Sunnyvale, CA

Full-time
Description
DEPUTY CITY CLERK
Regular Full-Time Employment Opportunity

The final filing date is Monday, April 1, 2019 at 5:00 p.m. or upon receipt of 100 qualified and complete applications, whichever is first.

The Office of the City Manager – City Clerk Division is seeking a highly energetic and organized individual to serve as the Deputy City Clerk. Become part of a hardworking and dynamic team of quality and high performing employees.

The City Clerk Division maintains an automated agenda management system, manages Boards and Commissions throughout the City and serves as a resource to represented departments. In addition, the Clerk's office is responsible for records management, notary services, FFPC/conflict of interest and elections.

The Deputy City Clerk provides administrative support to the City Clerk, including system administration of electronic systems, preparation of City Council minutes, and attendance at City Council meetings as needed. The position supports the records management program and provides training and support to Boards and Commissions program staff and members.

Essential Job Functions

(May include, but are not limited to, the following):
Assists with city-wide records management including off-site storage, interpretation of records retention and destruction schedule and ongoing maintenance and organization of records.
Direct and review the daily work of office support staff.
Coordinate, analyze and assemble a variety of in-house administrative information for management review.
Assist in the development of division goals, objectives, policies and procedures.
Direct the operation of the City's centralized records management and retention system;
Implement and oversee the City-wide optical imaging program;
Coordinates the compilation of agenda items for City Council Meetings and prepare Council Agenda; directs the assembly and distribution of packets for City Council meetings.
Attends City Council meetings, as required; prepares the digest of actions and official minutes of legislative actions.
Organizes and oversees the Board and Commission recruitment program, including training seminars, orientations and recognition events.
Under the direction of the City Clerk, assist in administering the State campaign and disclosure laws and the City's Conflict of Interest Code.
Assist in conducting municipal elections.
Processes requests from the City Council, the City staff and the public for research and information regarding City codes, ordinances and established policies and procedures.
Assists the City Clerk with special projects, as assigned.
Act as the City Clerk on a relief or as assigned basis.
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 using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Minimum Qualifications

Education and Experience:
The minimum qualifications for education and experience can be met in the following way:

Graduation from high school or tested equivalent; AND

Two years of experience performing varied administrative support duties in a public agency setting. The experience must have included records management and Council and/or Board support functions.

An Associate's degree or 60 semester or 90 quarter units from an accredited college or university may be substituted for one year of experience.

Knowledge of:
Principles and practices of local government functions and administration.
Applicable Federal, State and municipal laws, regulations, policies and procedures including Political Reform Act reporting requirements.
Legal requirements related to public agency meeting notices and proceedings and related record keeping and maintenance.
Principles, practices and procedures of record management, including retention of records, electronic imaging and automated information retrieval systems.
Basic principles of planning and administering municipal elections.
Basic budgetary principles and practices.
Research methods and report writing techniques.
Principles of customer service delivery.
Office methods, procedures, software and equipment.

Ability to:
Develop and implement improvements in office operations, procedures, policies or methods.
Interpret, explain and apply applicable laws, policies and procedures.
Research and analyze complex legal or administrative issues.
Conduct in-house research to respond accurately to staff, elected official and public requests for information.
Administer the City Clerk's Office records management program.
Operate a computer using word processing and business software and other office equipment.
Organize and set priorities within areas of assigned responsibility; complete assignments in a timely and accurate manner.
Communicate effectively, orally and in writing.
Establish and maintain and promote positive and effective working relationships with employees, other agencies and the public.
Understand and follow written and oral instructions.
Work independently and as a team member; recognize and set priorities and meet deadlines.
Observe safety principles and work in a safe manner.

Willingness to:
Work occasional extended hours to complete work or attend off-hours meetings.

Licenses/Certificates:
Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternative transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS

Education and/or training toward certification as a Municipal City Clerk
Application and Selection Process
APPLICATION PROCESS
If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources no later than 5:00 p.m. on Monday, April 1, 2019 (postmarks or faxes are not accepted).

Candidates are asked to fully describe any training, education, experience or skills relevant to this position. Electronic applications may be submitted on-line through the City's employment page at Sunnyvale.ca.gov click on Jobs, or application materials may be submitted to: Department of Human Resources, 505 West Olive Avenue, Suite 200, Sunnyvale, CA 94086. Late or incomplete applications will not be accepted. This process is open to the first 100 qualified applicants who submit complete applications.

EXAM PROCESS
Applications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidates will be invited to participate in the examination process, which may consist of a written and oral examination, scheduled for Monday, April 15, 2019. (The examination process may be changed as deemed necessary by the Director of Human Resources.) Those candidates receiving a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies. Selection interviews for the successful candidates in the oral exam will take place on Monday, April 22, 2019.

SELECTION PROCESS
Any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a comprehensive background investigation, as well as medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

INFORMATION ABOUT PROOF OF EDUCATION
Any successful candidate selected by the hiring department will be required to submit proof of education (i.e., original copy of the diploma or college/university transcripts).

ADDITIONAL INFORMATION
Positions in this job classification are represented by the Sunnyvale Employees Association (SEA).

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.