-Job Class Specifications-

City of West Covina

Confidential
Class Specification
July 2002
DEPUTY CITY CLERK

Job Summary
Under general supervision, assists the City Clerk/Assistant City Clerk with professional, technical, and administrative work; conducts research, special surveys, studies, and analysis. Acts on behalf of the City Clerk in his/her absence. Performs related duties as required.

Essential Functions

1. Responsible for the processing of all City Council related documents, including resolutions, ordinances, minutes, contracts/agreements and Capital Improvement Projects (CIP) projects.
   
   
2. Assists with the file maintenance of minutes, resolutions, ordinances, agreements and other official City documents.
   
   
3. Responsible for processing appropriate City documents for recordation with the County Recorder and maintaining the original recorded documents upon return to the City.
   
   
4. Responsible for the publication of all adopted ordinances, public hearing notices, and bid notices as prescribed by law.
   
   
5. Maintains the City's Municipal Code by forwarding ordinances to the publishing company and distributing the quarterly supplements.
   
   
6. Prepares the City Council agenda and packets for the City Council meetings.
   
   
7. Processes claims against the City, subpoenas, and Public Records Act requests.
   
   
8. Responsible for the processing of Statements of Economic Interest for designated employees and commissioners pursuant to the Political Reform Act.
   
   
9. Compiles, researches, and organizes data and information and prepares reports. Provides general information to City Councilmembers, employees, and the public regarding City policies and procedures, the Municipal Code, and other related areas.
   
   
10. Assists with the conduction of municipal elections.
    
    
11. Attends City Council meetings, and other City meetings in the absence of the City Clerk; executes documents in the absence of the City Clerk.
    
    
12. Conducts bid openings.
    
    
13. Administers Oaths of Office.
    
    
14. Maintains personnel, payroll, equipment, activity, and other departmental procedural records.
    
    
15. Drives to off-site city buildings and other locations as required.

QUALIFICATIONS
Knowledge, Skills, and Abilities

Knowledge of:
Principles, practices, and techniques related to the functions of the City Clerk's Office, including public records management, document imaging, and agenda preparation; applicable federal and state laws and regulations, including the Political Reform Act, Brown Act, and Public Records Act; and research methods, procedures, and analysis.

Skills:
Keyboard (typing) at minimum of 50 words per minute. Proficiency with standard office equipment and personal computer software programs as required.

Ability to:
Prepare reports and communicate effectively both orally and in writing; perform a multitude of tasks and be able to work independently; and supervise staff

Education and Experience Guidelines
Qualifying for consideration in the selection process will be based on the description listed above under Knowledge, Skills, and Abilities, and a combination of the Education and Experience requirements described below.

Education:
Associate of Arts Degree, or equivalent, or specialized coursework in business administration or related field.

Experience:
Three years of increasingly responsible clerical experience and working with the public. Experience with a city or other governmental agency is highly desirable.

Licenses/Certificates:
Possession of a valid California Class C driver's license and satisfactory driving record is required. Certification or the ability to obtain a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks (IIMC) is highly desired.

Physical Profile-Category I:
Positions in this category require physical abilities associated with the ability to read, write, and communicate in a work environment requiring no extraordinary physical strength or special physical qualifications.

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