Deputy City Clerk

Deputy City Clerk

The City of Oxnard's City Clerk's Office is seeking a Deputy City Clerk to join the team. The ideal candidate will have a strong understanding of public sector practices, be a problem solver, and have a considerable degree of initiative and business acumen. They will have experience and diplomacy necessary to tactfully interact with the public, elected officials, and high-level staff. They will have a comprehensive knowledge of City policies and procedures, exceptional organization skills, and be driven to make a difference.

WHAT YOU'LL DO :

• Aides the City Clerk in the preparation of the City Council agenda; assembles agenda materials and supporting documents such as adopted resolutions, ordinances, and minutes; creating reports; proofreading and editing documents; publishing and posting public meeting agendas.
• Prepares, types, and edits correspondence, staff reports, agenda reports, meeting minutes, and statutory correspondence.
• Coordinates City Council meetings; assists at meetings as required including assisting the public and acting in the absence of the City Clerk.
• Assists with maintaining, disposing, and preserving official city documents and records in compliance with the Citywide records management program.
• Provides assistance to the City Clerk with the coordination of municipal elections.
• Assist the City Clerk in organizing and administering the filings and communications related to Fair Political Practices Commission as well as local campaign ordinances, including campaign disclosures and conflict of interest statements; monitors and reviews filings to ensure reporting are complete and in compliance with specified requirements.
• Assists with the coordination and monitoring of elected and appointed officials' AB 1234 and other legally required training.
• Process claims / summons / subpoenas.
• Administers oaths of office to employees and board members as required.
• Certifies official documents.
• Provides counter support as needed; answers calls, screens visitors, and refers parties to appropriate personnel; assists customers at a public counter and by telephone; responds to complaints and directs parties to appropriate personnel.
• Performs related duties as required.

CLASSIFICATION / PAYROLL TITLE : Administrative Services Specialist

DISTINGUISHING CHARACTERISTICS : This classification is distinguished from the Administrative Services Technician, Senior in that it performs paraprofessional work in support of specialized functions, processes complex transactions, handles escalated issues and may serve as a lead worker making assignments and monitoring work.

SUPERVISION EXERCISED / SUPERVISION RECEIVED : As assigned, incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines.

WORK SCHEDULE : The normal work week is Monday through Thursday 8 : 00am to 6 : 00pm and alternating Fridays 8 : 00am to 5 : 00pm. Depending on the area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available for additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

Provides specialized office work and customer service in support of internal and external customers. May serve as a lead worker assigning work and monitoring work completion. Researches, reviews and provides resolution to escalated issues and complaints; gathers and reviews related detailed information; determines best communication methods and procedures to resolve issues. Reviews and evaluates business processes and procedures; provides recommendations for improved processes and solutions to customer support issues. Compiles data and performs basic analysis; provides specialized account support which may include reviewing account history information, resolving discrepancies, and / or making adjustments. Updates and maintains files, records, documents and database information; prepares, updates and maintains business process and procedural documentation; prepares audit, financial and / or other summary reports. Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE :

Minimum Qualifications :

NOTE : To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor's or above.

LICENSING / CERTIFICATIONS : Some positions may require the possession of or ability to obtain a valid class C California driver's license

Application Process :

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and / or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and / or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is currently one (1) full-time vacancy within the City Clerk's Office.

Selected candidate(s) must pass a thorough background investigation. Positions in this classification are represented by the Service Employees International Union (SEIU). For most positions, the City of Oxnard relies on office automation (Microsoft Office / Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work. Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions. Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis. This position requires a 12 month probationary period. Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them. The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation. The City of Oxnard makes reasonable accommodation for individuals / people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required. On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov / e-verify If you have any questions regarding this recruitment, please contact Jackie Ramos at jackie.ramos@oxnard.org. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.