DEPUTY CITY CLERK

Deputy City Clerk Under general direction, the Deputy City Clerk performs a full range of professional and technical work in support of the City Clerk's Office. Responsibilities include, but are not limited to assisting with coordinating the City's records management program; may assist in the coordination, preparation, and publication of City Council and Commission agenda packets and associated follow-up; processing public hearing notices and public records act requests; serving as the first contact with the public as primary receptionist of the City Clerk's office, and primary administrative support for the Director of City Clerk Services and performing other duties as assigned. The Deputy City Clerk has independence within a general framework in the records and office management role. This position is distinguished from the Director of City Clerk Services position in that the latter provides primary support for Council legislative operations; manages, trains staff and implements the agenda process city-wide; manages contract and insurance tracking city-wide; requires technical writing and administrative and organization skills, computer knowledge, and the ability to prepare minutes, reports, etc., in an accurate, professional and timely manner; ability to research the topics and issues discussed by the City Council; and may perform the duties of the City Clerk, as required. Receives general supervision from the Director of City Clerk Services or a higher level position. May exercise direct of functional and technical supervision over lower level clerical positions, volunteers, and interns. Performs highly skilled paraprofessional work requiring good technical writing and administrative skills to support the City Manager's Office and Director of City Clerk Services; able to attend City Council meetings, researching agenda issues and materials to gain an understanding of the agenda items under discussion, and to disseminate information to staff; taking, transcribing, composing, summarizing, and editing the contents of the Council/Council Committee meetings, and an extensive number of Council-appointed Ad Hoc Committee meetings in order to prepare and present, an accurate public record of the minutes, including pertinent discussions, motions, and Council direction; interaction with citizens, candidates, management, and staff on a variety of often complex and sensitive issues; assisting with election-related responsibilities; conducting and preparing a wide variety of research projects for citizens, City management, Council and staff. Knowledge of: Practices of effective project and event management. Municipal government operations, records management principles and practices. Election laws and procedures relating to City Municipal Code, Brown Act, and the Public Records Act. Organizing and assisting with filing of Statements of Economic Interests and Campaign statements for candidates. Taking dictation for minutes court reporting or classroom instructed speedwriting or shorthand. Managing, implementing, and monitoring the Clerk's records management program. Coordinating on-going City-wide Records Clean-up. Modern office technology, such as filing systems, computers, data processing, word processing and spreadsheet software programs. Proper English usage, spelling, grammar, punctuations, and proofreading. Business letter writing and basic report preparation. Principles and procedures of record keeping. Ability to: Learn, interpret, and apply City and department rules, regulations, policies, practices, ordinances, resolutions and laws. Communicate effectively orally and in writing. Learn and operate specialized systems and software, such as document imaging, agenda management, automated 700 filing, public records request, and intranet and internet software. Understand the organization and operation of City government and of outside agencies as necessary to assume assigned responsibilities. Independently prepare correspondence and memorandums. Understand and carry out oral and written directions. Read and comprehend complex laws, regulations, and legal documents. Plan and coordinate complex administrative programs. File and maintain complex records related to documentation of Council Meetings and City elections. Analyze problems, make decisions and exercise good judgment in administrative tasks. Plan, organize and conduct research projects. Prepare clear, concise and accurate written reports and communications. Interpret, explain, apply and enforce a variety of laws, rules, and regulations. Effectively represent assigned functions of the department with concerned individuals, organizations and other governmental agencies. Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three years of increasingly responsible administrative support experience which included public contact and working with records management systems similar to the systems/programs of the City of Montebello City Clerk Department. Previous experience in a City Clerk's office or related experience is desirable. Education: Equivalent to high school graduation supplemented by college level coursework in business administration, public administration, or other related specialized training. Training: Any recent training such as academic courses and certification programs, which are relevant to this job classification. Special Licenses or Certificates: Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks or Certification through the American Records Management Association (ARMA) is highly desirable. This position may be required to obtain and maintain certification as a Notary Public. License Requirement: Possession of an appropriate California Driver's license. Other Requirements: Ability to attend evening and night meetings. The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.

Created: 2026-03-10