Job Details

Deputy City Clerk

Applications are being accepted for the position of Deputy City Clerk with the City of South San Francisco in the City Clerk's Office. The City Clerk's Office administers the democratic process such as elections, access to records, and all legislative actions, ensuring transparency to the public. The City Clerk's Office is responsible for acting as a compliance officer for federal, state, and local statues including the Political Reform Act, the Brown Act, and the Public Records Act.

The City Clerk serves as a steward of the democratic process and is a liaison between the City Council and members of the public. The City Clerk is a partner in democracy, providing information and ensuring transparency. The City Clerk is an elected representative of the people and serves a four-year term. The City Clerk has legal responsibilities described in California Government Code Sections 40800, et seq., the Elections Code, and City ordinance.

Under general direction, the Deputy City Clerk is responsible for providing support to the City Clerk and Assistant City Clerk. This includes but is not limited to records management, public records requests, attendance at Council and/or Standing Committee meetings, preparing and editing minutes, and assisting with special projects. With responsibility for legal noticing, advertising, and calendaring public hearings.

The position is an exciting and rewarding career opportunity for a candidate with a broad vision and proven track record of implementing best practices in a Municipal Clerk's Office and promoting public trust in local government, good government, and transparency.

The ideal candidate for the Deputy City Clerk position will:

• Be organized, detail-oriented, and a proactive administrative professional with a strong understanding of public records, legal documentation, and city governance processes.
• Possess excellent communication and interpersonal skills, demonstrating the ability to work independently while maintaining a high level of confidentiality and discretion in handling sensitive information.
• Have a proven track record of providing exceptional work in taking meeting minutes, managing complex records systems, preparing public notices, and ensuring compliance with the Public Records Act and the Ralph M. Brown Act.
• Possess a strong understanding of office administrative practices, as well as advanced proficiency with computer applications, including word processing, spreadsheets, and databases, is essential.

Furthermore, this candidate will be adept at managing multiple tasks simultaneously, with a demonstrated ability to prioritize effectively in a fast-paced environment. They will possess the initiative and independent judgment to make procedural decisions with minimal supervision and will be comfortable supporting the City Clerk and other elected officials. The ideal candidate will also show a commitment to continuous improvement, looking for ways to streamline processes and enhance departmental efficiency.

The successful candidate will be a collaborative team player with strong customer service skills and the ability to build and maintain professional relationships with both internal staff and the public. The ideal candidate will also demonstrate the highest standards of integrity and professionalism, contributing to the success of the City Clerk's Office and the City of South San Francisco.

Qualifications: Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

• Experience: Three years of City Clerk's Office support with at least one year of experience in minute taking for an ongoing committee or group. Specific experience working in a City Clerk's office environment is highly desirable.
• Training: Equivalent to graduation from high school. Successful completion of one year of business college may be substituted for one year of experience.
• Licenses/Certifications: Possession of the following, which must be maintained as a condition of employment:
• A valid, appropriate California driver's license and a satisfactory driving record.
• Certification as a Notary Public. (The Deputy City Clerk will be required to obtain and/or maintain certification as a Notary Public).
• Certified Municipal Clerk Designation is desirable.

The application process requires the following:

• City application
• Responses to the supplemental questionnaire

Note: Applications must be filled out in their entirety. Failure to complete the application and/or supplemental questions or failure to include a required attachment will disqualify the applicant from the recruitment process. Failure to list work experience, education or training or indicating "see resume" in the work experience section of the application will be considered an incomplete application and subject to disqualification. Additionally, only the application materials and documents specifically requested will be accepted and considered. Any supplemental documents submitted that are not required will not be reviewed as part of the application process.

The selection process will first consist of a review of application materials, including responses to supplemental questions, which must be detailed and complete. Applicants whose submitted application materials demonstrate knowledge, skills and abilities in the best alignment with the required and desired qualifications of this position will be selected to participate in the next phase of the qualification and selection process, which will include an oral panel interview and written exercise, tentatively scheduled for Wednesday, November 5, 2025, which will be weighted as follows:

• Oral Panel Interview (70%)
• Written Exercise (30%)

Following this examination, the top scoring candidates will be invited to a final selection interview with the hiring department.

Special instructions include:

1. Prior to appointment, candidates will be required to submit to any or all of the following (as applicable): Reference Check, SSF Background Check. A conviction history will not necessarily disqualify an applicant from appointment. Determinations are made on a case-by-case basis with consideration given to the nature and recency of the conviction and relationship to job duties. All City standards must be met before the final appointment is made. Candidates with a disability who may require special assistance in any phase of the recruitment process should advise the Human Resources Department upon submittal of application. Candidates requesting veteran's preference must provide a copy of U.S. Government DD Form 214 "Certificate of Release or Discharge from Active Duty" as an attachment to their CalOpps application.

The policy of the City of South San Francisco is to grant equal employment opportunity to all qualified persons without regard to race, color, sex, gender, age, religion, ancestry, physical or mental disability, sexual orientation, gender identity, gender expression, marital status or national origin. It is the intent and desire of the City of South San Francisco that equal employment opportunity will be provided in recruiting, hiring, training, promoting, wages, benefits, and all other privileges, terms and conditions of employment. The City of South San Francisco is an Equal Opportunity Employer (EOE).

Disclaimer: This general announcement does not constitute an express or implied contract and is subject to change. Any provisions contained within this announcement may be modified or revoked without notice.