Senior Deputy City Clerk

This position is pending City Council approval on June 17, 2025.

The City of Goleta is seeking qualified applicants to fill one (1) vacancy for the position of Senior Deputy City Clerk.

About the Position

Under the general direction of the City Clerk, the Senior Deputy City Clerk plays a vital leadership role in the daily operations of the City Clerk Division. Responsibilities include supporting City Council meeting preparation and follow-up, assisting with municipal elections, overseeing records retention and public records requests, acting as City Clerk in their absence, and providing guidance and mentorship to Clerk Division staff. This is a dynamic position that requires initiative, discretion, and a strong grasp of legislative and administrative processes.

Ideal Candidate

The ideal candidate is a motivated, detail-oriented professional with experience in municipal government operations. The ideal candidate is a strong communicator, knowledgeable about California laws related to public meetings and records, and experienced in agenda preparation, records management, and election support. Leadership skills, sound judgment, and a commitment to public service are essential.

About the City Clerk’s Office

The City Clerk’s Office is a division within the City Manager’s Office. Our dedicated team includes the City Clerk, Senior Deputy City Clerk, two (2) Deputy City Clerks, and an Office Specialist. We are responsible for administering democratic processes including elections, access to City records, and legislative actions to ensure transparency to the public. We also manage public records and City Council agendas, provide training and support to city boards and commissions, and ensure public access to government processes.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

1. Assists with the development and implementation of the work plan for the City Clerk Division.
2. Assists with the preparation and distribution of agenda packets and attends meetings as necessary; records and transcribes minutes of the proceedings.
3. Posts agendas, staff reports and other official records on the City’s website.
4. Provides lead direction and training as needed to City Clerk Division staff.
5. Assists with the conduct of municipal elections.
6. Assists with the maintenance of the City’s Municipal Code; assists departments in the formatting of resolutions and ordinances; publishes, indexes and files ordinances and resolutions.
7. Assists with the maintenance of official City records and archives including ordinances, resolutions, contracts, agreements, deeds, and minutes; certifies copies as required.
8. Assists the City Clerk in fulfilling the duties of “Filing Official” and “Filing Officer” under the conflict of interest and campaign provision of the Political Reform Act.
9. Maintains the records retention schedule; reviews destruction requests prior to approval; assists in complying with government codes for a comprehensive records management program.
10. Coordinates the appointments to various boards and commissions.
11. Monitors, maintains and updates rosters for boards and commissions.
12. Administers Public Records Act requests to ensure response in a timely manner by following the state guidelines and deadlines.
13. Provides training to department records coordinators on recordkeeping systems and processes adhering to the applicable retention schedule.
14. Submits legal advertising notices for publication.
15. Prepares special commendations in the form of proclamations, certificates of recognition, and City tiles.
16. Assists with the preparation and administration of the division budget.
17. Assists in the preparation of complex, routine, and non-routine reports, including annual reports, as requested.
18. Assists with the coordination of the City Clerk Division activities with those of other departments and outside agencies and organizations.
19. Assists in the daily operations of the City Clerk Division; performs duties and responsibilities of the City Clerk in their absence.
20. Provides vacation and temporary relief as required, including break coverage to the front office as needed.

education, Experience and Training

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

Education:

• Equivalent to two years of college-level coursework at an accredited college with major emphasis on public administration, business administration, or a related field.

Experience:

• Four years of increasingly responsible experience in complex administrative office work involving records management activities, preferably in a City Clerk’s Office.

Knowledge and Abilities

Knowledge of:

California Government Code; California Elections Code; Fair Political Practices Act; Ralph M. Brown Act; Maddy Act; California Public Records Act; Municipal Code; ethics codes; rules and procedures governing the notice and conduct of public meetings; administrative and clerical procedures; records management practices; correct English usage, including spelling, grammar and punctuation; basic functions of public agencies, including the role of an elected Council and appointed boards and commissions; customer service techniques.

Ability to:

• Organize tasks, set priorities, and meet deadlines
• Assist with election proceedings
• Ensure compliance with Federal, State, and local rules, laws, and regulations.
• Organize and administer the records management program.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Supervise, train, and oversee department personnel.
• Communicate clearly and concisely, both verbally and in writing.
• Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
• Attend in-person meetings, including during evening hours.

Special Requirements

• Possession of a valid Class “C” California driver’s license and a satisfactory driving record may be required.
• Possess an active Certified Municipal Clerk (CMC) certification at time of hire, or ability to acquire within a reasonable time after hire.
• Certification as a California Notary Public is highly desirable.

The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

• Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, and decision making under stressful conditions.

• Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction.

• Mobility: Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, file documents in various locations and heights, and sit, stand, walk, remain seated, and work at a video display terminal for prolonged periods of time.

• Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.

• Hearing: Incumbents are required to hear in the normal audio range with or without correction.

• Environment: Normal office setting with some travel to attend meetings. Incumbents may be exposed to noise and/or dust.

• Other factors: Incumbents will be required to work extended hours including evenings. Incumbents may be required to travel outside City boundaries to attend.