DEPUTY CITY CLERK

Job Description:

DEPUTY CITY CLERK

Description

The City of Santa Fe Springs is seeking a highly motivated, detail-oriented, and customer-focused professional to serve as its next Deputy City Clerk in the City Manager's Office. This is an exciting opportunity for an experienced administrative professional with knowledge of municipal government operations, public meeting administration, records management, and regulatory compliance to play a key role in supporting the City Clerk's Office and the City's legislative processes.

This is a full-time position represented by the City of Santa Fe Springs Confidential & Management Employees Association.

SALARY ADJUSTMENT: Effective July 1, 2026, employees represented by the City of Santa Fe Springs Confidential & Management Employees Association will receive a 2% Cost of Living Adjustment (COLA).

WORK SCHEDULE: The position is assigned a four-day, 4/10 work schedule (Monday through Thursday) and requires flexibility to attend evening City Council, Committee, and other public meetings as needed.

FILING DEADLINE:
Applications will be accepted until Thursday, July 9, 2026, at 5:00 p.m. or upon receipt of the first 100 qualified applications, whichever occurs first. Interested candidates are encouraged to apply early as this recruitment may close without further notice.

POSITION PURPOSE:
Under general direction performs a variety of highly responsible, complex, and sensitive functions in the City Clerk’s Office; relieves the City Clerk of a variety specialized office duties. An incumbent in this classification must have an in-depth knowledge of municipal clerk operations, policies, and procedures and demonstrate a high level of sensitivity, discretion, and professionalism in executing assigned duties. The Deputy City Clerk is distinguished from other administrative support classifications by its specific assignment to the City Clerk’s Office and the resulting involvement in specialized and highly responsible functions.

SUPERVISION RECEIVED:
Receives general direction from the City Clerk and City Manager.

SUPERVISION EXERCISED:
May provide supervision to interns.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

A. Held in Common:
Supports the Mission of the City and its Elected and Appointed Officials.Provides courteous and timely service to the public as the ultimate employer. Works cooperatively with other City employees.Exhibits integrity and displays ethical behavior.
B. Essential Job Specific Duties:
Attends City Council meetings as needed and study sessions; takes and transcribes meeting minutes for the City Council Meetings and Oversight Board; reads City Proclamations at meetings; counts votes on items before the Council/Commission.Assists with the preparation, assembly, printing and distribution of City Council and agency agenda packets; coordinates with the department representatives to ensure that agenda items are received by the established deadline and meets appropriate format requirements. Assists with the preparation and coordinates the publication, posting and distribution of legal notices for public meetings and hearings; assures that the legal requirements are met for publication and posting of agenda and notices.Transcribes City Council meeting minutes to create the official records; assists with the indexing, retention, and retrieval of documents related to the City Council proceedings; ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or sending elsewhere for further action. Provides assistance to the public and City staff by helping to identify records and information relevant to public records requests and ensures timely response to all requests.Receives economic interest statements and campaign filings for elected and appointed officials, employees and contractors; assists with tracking status, maintain logs and generating notices to designated filers. Receives and processes claims against the City, that include subpoenas, and summons; assists with the timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances.
C. Other Job Specific Duties
Answers incoming calls and routes individuals to appropriate staff; screens, sorts, distributes and prepares office mail.Tracks, prepares and process correspondence for boards, committees and commission appointments. Types a variety of materials, including those of a sensitive or confidential nature; performs a variety of administrative support tasks such as photocopying information, answering telephone calls, and maintaining records and files.Assists with responding to inquiries from elected officials, City management and staff, and the general public regarding City Council actions, official records, procedures and laws; researches and compiles data for special projects and reports, as needed.Prepares, processes and tracks invoices for services and materials; maintains department office supplies. Accepts and record bids for City projects. Performs related duties as required.

REPRESENTATIVE COMPETENCIES AND QUALIFICATIONS:
The requirements listed below are representative of the knowledge, skill and ability required to satisfactorily perform the jobs essential duties and responsibilities.

Knowledge of:

• City office policies and procedures.
• Federal, state, and local laws, codes, and regulations for all areas of responsibility, that include Freedom of Information Act, California Public Records Act, Brown Act, and Political Reform Act.
• State approved election procedures.
• Terminology pertaining to document recording, maps, and elections.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures and equipment including computers.
• Word processing, spreadsheet, presentation, specialized electronic records management software and other related software applications.

Ability to:

• Interpret, explain, and apply policies and procedures and pertinent Federal, State and local laws, codes and regulations.
• File and organize a variety of legal documents.
• Research information; retrieve and compile data.
• Prepare reports and maintain records.
• Operate and use modern office equipment at a speed necessary for successful job performance.
• Administer and prioritize multiple tasks, projects, and deadlines.
• Assess, analyze, identify, and recommend solutions to problems.
• Communicate effectively verbally and in writing.
• Work with accuracy and attention to detail.
• Maintain professionalism and composure at all times, including stressful situations and handle disputes and complaints in calm, courteous and tactful manner.
• Establish and maintain effective working relationships with other people.

EDUCATION AND EXPERIENCE:

The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position. A typical way to obtain these would be:

• High School Diploma or an equivalent certificate or diploma recognized by the State of California. Bachelor’s degree is highly desirable.
• Equivalent to four (4) years of increasingly responsible clerical and/or administrative experience, including two (2) years experience equivalent to an Administrative Clerk.
• A valid State of California driver’s license and an acceptable driving record.
• Designation as a Certified Municipal Clerk (CMC) by the International Institute of Municipal Clerks or enrolled in the Certified Municipal Clerk program within six (6) months of employment to earn the CMC Certification.
• Notary certification within one (1) year of employment is required.

WORKING CONDITIONS:
The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job.

• Work is primarily performed indoors.
• Noise level is quiet to moderately quiet.
• Hazards are minimal.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable employees with disabilities to perform the essential duties.

• Sit for extended periods of time.
• Stand, walk, squat, stoop, kneel, and bend.
• Push, pull, and reach overhead and above shoulders.
• Hear and speak both in person and on the telephone.
• See well enough to read documents and operate office equipment.
• Lift and move up to 25 pounds.

NEPOTISM POLICY:
Relatives may be appointed regardless of the designation of full or part-time classification. Candidates with relatives employed by the City will be excluded from applying for a vacancy if one or more of the following criteria exist: 1) The appointment of a relative would place one in a supervisory capacity directly over the other 2) The appointment would create a situation in which it is conceivable personal gain for one could be obtained by the actions of the other 3) The appointment would create a situation where performance or non-performance of either would have a direct effect upon the performance of the other 4) The appointment would create a situation where the confidentiality of either could be compromised. Candidates with relatives employed by the City will be evaluated on a case-by-case basis. "Relative" shall be defined as: mother, father, son, daughter, brother, sister, grandmother, grandfather, grandchild, spouse, domestic partner, step mother, step-father, step-sister, step-brother, stepchild and step grandchild.

HOW TO APPLY:
Applicants are required to complete and submit a city application online. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the link located at the top of this page. New users must first create an account.

METHOD OF SELECTION:
Selection may be based upon an application review, a performance examination and evaluation, and a structured interview. Appointment will be contingent upon a criminal record check and physical examination, including a drug screen.

ACCOMMODATION:
If you require special testing and/or interview accommodations due to a physical, mental, or learning disability, please call the Human Resources Office at (562) 409-7530 at least 5 days prior to the scheduled date.

https://cms5.revize.com/revize/santafespringsca/departments/human_resources/benefits.php

Closing Date/Time: 7/9/2026 5:00 PM Pacific

Salary:

$84,564.24 - $110,337.14 Annually