City of San Rafael

Summary

Under general supervision, performs a variety of highly responsible and complex technical, administrative and clerical activities in support of the City Clerk’s office. This position reports to the City Clerk and is responsible for maintenance of the City's official records, for recording and producing the minutes of City Council meetings; providing administrative support to the City Clerk; and performing related work as required.

Distinguishing characteristics:

This class series is distinguished from other classes by responsibility for maintenance of official City records and other prescribed activities.

Deputy City Clerk I - This position works under general supervision while progressing in their assignment of more complex tasks as procedures and processes of duties are learned.

The Deputy City Clerk II position is distinguished from the Deputy City Clerk I position by a higher level of administrative knowledge and experience required for successful performance of the full range of assigned duties; a greater complexity of work assignments; a higher level of independent judgment and initiative exercised in the performance of assignments with only occasional instruction or assistance as unusual or unique situations arise; and a potential for greater impact of erroneous decisions on operating costs and schedules of a City department. Incumbents in this classification are expected to exercise a high degree of initiative and independent judgment in performing confidential and complex tasks.

These positions are not flexibly staffed, and advancement is not automatic from one level to the next.

Essential duties and responsibilities:

• In the absence of the City Clerk, functions as the City Clerk, attends City Council meetings and perform all of the duties of holding a public meeting, including facilitating public comment, calling roll for Council votes, etc.
• Ensures adherence to established Council meeting procedures and rules; processes Council actions in the form of resolutions and ordinances; performs research, data gathering and analysis for written reports to the City Clerk.
• Prepares Council Chambers or other rooms for meetings.
• Generates Action Agendas and finalizes official minutes.
• Processes and responds to Public Records Act (PRA) requests.
• Plans, organizes, develops, implements and administers the City-wide records management system.
• Assists in the development and implementation of goals, objectives, policies, procedures and work standards for the department.
• Participates in the development and administration of the department's budget.
• Maintains current knowledge of new trends and innovations in the field of records management.
• Answers telephone calls, responds to email, researches records and retrieves information for general public, City Council and City staff.
• Prepares agenda packets, hard copy and electronically, for Council meetings.
• Files and indexes official City records as prescribed.
• Maintains other City and departmental records and files.