Salary: $78,841.36 - $98,462.26 Annually
Location : Calabasas, CA 91302
Job Type: Full-Time
Job Number: Department: City Clerk
Opening Date: 09/18/2025
Closing Date: 10/9/ :59 PM Pacific
Description Definition :
Under general supervision, acts as Deputy City Clerk, providing administrative and program support to the City Clerk's Department including elections, agenda management system, public records requests, and records management. The Deputy City Clerk will provide direct support to the City Clerk in the preparation of agendas, minutes, and City Council actions; is responsible for the maintenance of official documents and records; assist with various City election processes; provides varied, technical, complex and specialized office administrative and clerical support to the City Clerk; coordinates assigned activities with those of other City departments; acts for the City Clerk on a relief basis; and performs related duties as assigned.
Examples of Duties The following duties are notintended to serve as a comprehensive list of all duties performed, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
- Performs difficult, complex, technical and/or specialized office support work, which requires the exercise of independent judgment and the application of technical skills.
- Assists with the preparation and distribution of City Council agenda packets and attends meetings as necessary; records and transcribes minutes of the proceedings.
- Assists with the conduct of municipal elections.
- Assists the City Clerk in fulfilling the duties of Filing Official/Officer under the conflict of interest and campaign provisions of the Political Reform Act; assists with the maintenance and implementation of the City's Conflict of Interest Code.
- Administers Fair Political Practices Commission (FPPC) filings for candidates, elected officials, employees, consultants, and commissioners in accordance with state law and FPPC regulations.
- Participates in the development and implementation of the citywide records management program; administers and ensures department compliance with the Records Retention Schedule; provides records management support to all staff and coordinates records management trainings.
- Performs and coordinates complex records management activities, including filing, storage, data entry, scanning, indexing, tracking and retrieval of City records; coordinates with other departments on the digitization and use of electronic records managements systems; and assists with legislative history indexing and updating.
- Maintains, updates and distributes modifications and codifications to the City of Calabasas Municipal Code.
- Tracks vacancies; maintains the City's Maddy Act List (Local Appointments List); and assists in the recruitment and filling of vacancies on all boards and commissions.
- Oversees publication of legal notices in compliance with legal and state requirements.
- Records documents utilizing the County's secure e-recording system.
- Supports EOC operations as needed. Assists with contract maintenance; monitors effective dates and fulfillment of insurance requirements.
- Receives and processes all invoices for the City Clerk's Office; monitors and makes recommendations for the department budget.
- Prepares correspondence, reports, forms, work orders and specialized documents related to the City Clerk's office; proofreads materials for accuracy, completeness, compliance with departmental policies; and correct English usage, including grammar, punctuation, and spelling.
- Provides information and assistance to visitors and others having business with the City; provides backup support for the Receptionist Desk;
- Assists with claim processes, subpoenas and other legal documents and notices; monitors, facilitates, tracks, and responds to Public Records Requests in compliance with the California Public Records Act.
- Supports the relationship between the City and the constituent population by providing excellent customer service; promotes the City goals and priorities in compliance with all policies and procedures; maintains absolute confidentiality of work-related issues, client records and City information;
- Provides support to Elected Officials, management, and staff; provides leadership and assistance to all departments.
- Performs the duties of the City Clerk in the Clerk's absence; performs other related duties as required.
Typical Qualifications Minimum Knowledge, Skill and Ability :
Knowledge of :
- City organization, operations, policies and procedures.
- Basic functions of public agencies including the role of an elected City Council and appointed Boards and Commissions.
- City ordinances, codes, resolutions, and agreements.
- Federal and state laws and local statutes governing municipal operations and open meetings, including the Brown Act, Public Records Act, Political Reform Act, FPPC Regulations, and Elections Code.
- Principles and practices of records retention and municipal records management.
- Municipal election process and governing laws and regulations.
Skill and Ability to: - Understand and apply City procedures, and applicable Federal and State laws and local rules and regulations.
- Establish and maintain effective working relationships with co-workers, public officials, government agency representatives and the public.
- Participate in the development and administration of department goals, objectives and procedures.
- Meet critical deadlines and follow-up on work assignments with minimal supervision.
- Perform a range of professional analytical, programmatic and administrative duties involving the use of independent judgment and personal initiative.
- Interpret and apply department policies and procedures.
- Communicate clearly and concisely, both orally and in writing.
- Plan and organize work to meet changing priorities and deadlines.
- Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and administrative issues.
- Maintain a high degree of professionalism and confidentiality.
Training and Experience :
Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way to obtain the knowledge, skills and abilities would be possession of a Bachelor's Degree in Business, Public Administration or a related field; and three years of increasingly responsible administrative support experience in a municipal government setting; OR an equivalent combination of education and experience. Formal training in municipal clerk functions and records management is highly desirable.
Licenses and Certificates: Must possess a California Driver's License and a satisfactory driving record. Certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk is desirable.
Physical Requirements and Working Conditions :
- Requires vision (which may be corrected) to read small print.
- Requires mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Lower body mobility may not be required.
- Performs lifting, pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job.
- Subject to inside environmental conditions.
- May be required to work at a video display terminal for prolonged periods.
- May be required to work evenings to attend Council meetings.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plan, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.
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01
Detail your experience in managing City Council meetings, including the preparation of agendas and minutes, as well as your knowledge of the Ralph M. Brown Act. If you do not have experience in this area, please indicate N/A.
02
What technology platforms have you used in support of City Clerk duties (ex. Public Records Requests, Agenda Management, Records Retention, Campaign and Disclosure Filing) and detail your proficiency with each system. If you do not have experience in this area, please indicate N/A.
03
What experience do you have with records retention, destruction policies, physical and electronic file organization, and responding to California Public Records Act (CPRA) requests? If you do not have experience in this area, please indicate N/A.
04
What involvement have you had with municipal elections, candidate filings, or FPPC (Fair Political Practices Commission) compliance? If you do not have experience in this area, please indicate N/A.
05
Do you hold any of the following: (Check all that apply):
- Certified Municipal Clerk (CMC)
- Master Municipal Clerk (MMC)
- Commissioned Notary Public in the State of California
- Other
Required Question
