Job Details

City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant

The City of La Palma is seeking a highly organized, detail-oriented, and service-minded professional to join our team as a City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant. This is an exciting opportunity for an experienced administrative professional who enjoys working in a collaborative municipal environment and is interested in supporting City leadership, elected officials, and the community.

This position offers the opportunity to work on a wide variety of responsibilities involving municipal government, City Council meetings, public records, elections, official records, legislative administration, executive support, and confidential administrative matters. The successful candidate will play an important role in supporting the City Manager, City Council, management staff, and City Clerk operations.

The City Clerk/Executive Assistant is the senior classification and is responsible for administering, coordinating, and overseeing the City's Clerk functions while providing executive-level support to the City Manager, management staff, and City Council.

In this role, the incumbent will:

• Serve as the City's official record keeper and oversee the preparation, indexing, maintenance, and retention of official City records, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, easements, bonds, and related documents.
• Administer municipal elections, including candidate and nomination processes, candidate information and guidelines, election notices, and election-related filings and publications.
• Administer the City's records management program and ensure appropriate maintenance and retention of official records in accordance with applicable requirements.
• Oversee and coordinate the City's statutory filing and disclosure responsibilities, including Political Reform Act, Fair Political Practices Commission, and Secretary of State filings.
• Oversee and coordinate public records requests and assist in ensuring compliance with applicable public records requirements.
• Maintain the City's Municipal Code and oversee the processing, publication, posting, and attestation of ordinances and resolutions.
• Oversee the processing of claims, subpoenas, summons, and other legal documents involving the City.
• Coordinate and implement the City's conflict of interest code and related requirements.
• Ensure City Council actions and legislative documents are properly processed, recorded, and maintained.
• Provide executive-level administrative support to the City Manager and City Council, including confidential correspondence, scheduling, special projects, research, reports, and other administrative matters.
• Exercise independent judgment and accountability in the administration of City Clerk functions and ensure continuity, accuracy, and compliance in the Clerk's Office.

The Deputy City Clerk/Executive Assistant provides high-level administrative and executive support while assisting with the administration and coordination of City Clerk operations. The Deputy works closely with the City Clerk and City Manager and serves as a key resource for the day-to-day functions of the office.

In this role, the incumbent will:

• Assist with the preparation, organization, and distribution of City Council agendas, agenda packets, public notices, and related meeting materials.
• Attend City Council, committee, and other public meetings; serve as minutes clerk; prepare and distribute minutes; and complete follow-up activities resulting from Council actions.
• Assist with the preparation, processing, recording, notarization, and distribution of resolutions, ordinances, agreements, and other official documents.
• Assist the City Clerk with municipal elections, public notices, statutory filings, public records requests, records management, claims processing, and other City Clerk functions.
• Maintain and retrieve official City records and assist with ensuring records are complete, accurate, properly filed, and readily accessible.
• Respond to public inquiries regarding City Council actions, City procedures, policies, regulations, and public records, or refer matters to the appropriate staff member.
• Provide confidential administrative and executive support to the City Manager, City Clerk, management staff, and City Council, including correspondence, scheduling, meeting coordination, research, reports, and special projects.
• Assist with board and commission administration, including agendas, background materials, meeting minutes, and follow-up activities.
• Serve as Acting City Clerk in the absence of the City Clerk, assuming appropriate City Clerk responsibilities to maintain continuity of operations.
• Support the City Clerk in ensuring day-to-day operations are conducted accurately, efficiently, and in accordance with established policies, procedures, and legal requirements.

Both classifications perform meaningful City Clerk and executive administrative work. The primary distinction is the level of independence, technical knowledge, statutory responsibility, and accountability assigned to the position.

The Deputy City Clerk/Executive Assistant assists with the administration of City Clerk operations, provides day-to-day support, and serves as Acting City Clerk in the Clerk's absence.

The City Clerk/Executive Assistant is responsible for independently administering and overseeing City Clerk functions and is expected to possess a higher level of technical knowledge regarding municipal legislation, elections, public records, records management, and other statutory requirements.

Candidates who meet the qualifications for both levels may be considered for placement at the City Clerk/Executive Assistant level.