Deputy City Clerk (Open and Promotional)

Job Description:

Deputy City Clerk (Open and Promotional)

Description

Description

This recruitment process is open on a continuous basis and may close at any time. Interested individuals are encouraged to apply immediately. The first review of applications will be completed on Wednesday, August 13, 2025, at 5:00 p.m . Applications received after August 13 , 2025, may not be considered.

A resume and compelling cover letter addressing your education, your paid work experience managing City records, preparing agenda packets and minutes, maintaining the Municipal Code, processing claims and legal documents, assisting with elections, and licenses you hold, must be submitted with your online application to be considered complete. Applicants appearing best qualified based upon a review of the application and responses to supplemental questions will be invited to participate in the testing process.

The City of El Segundo, incorporated in 1917, is a unique, quaint city by the sea. Home to approximately 17,000 residents and over 75,000 private sector employees of major aeronautical, sports, media, industrial and multiple Fortune 500 companies including Mattel, Chevron and most recently, the Los Angeles Times and Beyond Meat. Further, El Segundo has become the headquarters for major sports franchises, including the LA Lakers and LA Kings. As the economy broadens, El Segundo is becoming home to a variety of high tech and “creative economy” start-up companies. This is reflected in the City motto "Where Big Ideas Take Off!"
Under general direction, performs a variety of highly responsible administrative support duties for the City Clerk's office requiring the application of specialized technical and administrative knowledge, initiative, and independent judgment.

SUPERVISION RECEIVED AND EXERCISED:

Receives general supervision from the Assistant City Clerk. May provide technical direction to administrative, and support staff.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities:

Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:

• Assists in managing the City's compliance responsibilities for appropriate establishment, maintenance, and disposition of official City records, action of governing bodies, municipal ordinances, resolutions, City code and other official documents.
  
• Prepares, distributes, and posts agenda packets and minutes; may be required to attend City Council and other meetings.
  
• Oversees in maintaining the Municipal Code.
  
• Oversees the receiving and processing of claims for damages, and summons and complaints against the City, and accepts service on behalf of the City in court actions.
  
• Assists with election activities.
  
• Maintains candidate lists for Commissions, Committees, and Boards; administers oaths, affirmations, and acknowledgements.
  
• Reviews agreements and contracts for completeness and works closely with Risk Management to ensure compliance with insurance requirements.
  
• Assists in conducting bid openings for City projects and opens bids according to federal, state, and municipal law.
  
• Provides administrative support for municipal elections and maintains Fair Political Practices Commission Conflict of Interest filings.
  
• Assists in scanning and indexing records for storage and retrieval of information related to document imaging system utilizing research and retrieval methods.
  
• Assists in training City staff on the use of document imaging systems and research and retrieval methods.
  
• Assists in processing requests for research on a variety of issues regarding City policies, procedures, ordinances, etc.; provides information to the public and staff requiring a working knowledge of department programs and operations.
  
• Works in conjunction with the City Attorney’s office and the City Clerk as needed, and independently responds to public records requests from the public by letter, telephone and in-person regarding City Council action and records. Research information for public and City staff when needed.
  
• Regularly and predictably attends work.
  
• Performs related duties as assigned.
  

Qualifications

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• English grammar, punctuation, and spelling.
  
• Modern Office methods, procedures, software, and equipment.
  
• Principles and practices of records management.
  
• Relevant organization and procedures of City government and municipal organization.
  
• Laws, regulations, systems, and procedures associated with the development, maintenance, and disposition of public records.
  
• Optical imaging storage and retrieval systems.
  

Skilled in:

• Performing varied office and administrative functions in the legal development, maintenance, and disposition of public records .
  
• Synthesizing information into summary form and detailing follow-up requirements.
  
• Application of advanced methods of document storage and retrieval.
  
• Managing projects, activities, and programs.
  
• Using personal computers and office related software.
  
• Conducting research and analysis and preparing clear, concise, and comprehensive reports.
  
• Understanding and applying complex regulations, procedures, and guidelines.
  
• Communicating clearly and concisely, both in orally and in writing.
  
• Following directions from a supervisor.
  
• Appearing for work on time.
  
• Following direction from a supervisor.
  
• Understanding and following posted work rules and procedures.
  
• Accepting constructive criticism.
  
• Working under pressure, handling significant problems and tasks that arise simultaneously and/or unexpectedly.
  
• Establishing and maintaining effective working relationships with staff, other City employees and the public.
  

QUALIFICATIONS:

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

Experience: Four (4) years increasingly responsible administrative support experience, preferably in a City Clerk’s office, is required.

Education: Graduation from high school or GED supplemented by college level coursework.

License/Certificates:

• Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required.
  
• Commission as a Notary Public in the State of California within six (6) months of appointment is required. A certificate from the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is desirable.
  

Supplemental Information

Working Conditions: Required to work evenings and extended hours on a regular basis.

Disaster Service Worker: In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

MANAGEMENT/ CONFIDENTIAL EMPLOYEES (M&C)
Benefit Summary

PERS Retirement :

Miscellaneous employees - Tier I-2% @ 55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members. Tier I and II members pay 7% of PERS member share and 1% shall be employee-paid cost-sharing of the City's contribution under Gov. Code section 20516(a). Single highest year is coordinated with Social Security and Medicare. PERS 2%@62 for new employees/members hired on or after 1/1/13. Three year average coordinated with Social Security and Medicare. Members pay 50% of normal cost (6.75%).

Safety employees (Battalion Chiefs) - 3% @ 55 for current employees and individuals hired by the City who are already PERS members. Single highest year. Employees pay a total of 12% towards retirement. 2.7%@5 7 for new employees/members hired on or after 1/1/13. Three year average final compensation. Members pay 50% of normal cost .

Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2025 Social Security income cap is $176,100.

Medical - Monthly medical contribution of $1,800 ($932 for medical and $818 for flex dollars). Flex dollars may be used toward a medical premium and/or deferred compensation plan. Employees are responsible for paying any out-of-pocket balance of the medical plan premium through a pre-tax payroll deduction.

Deferred Compensation: Voluntary participation in Mission Square 457 plan.

Dental & Vision : MetLife Dental and VSP vision benefits are provided.

Flex Plan : Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.

Employee Assistance Program : Employees are eligible for the basic level of service.

Life Insurance : $50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates.

Long-Term Disability: In addition to basic LTD plan (66 2/3 % of first $9,750 after 60-day waiting period), City provides Executive LTD which pays 75% of first $12,000 of employee's salary less the amount of any other income, up to a total of $2,500. Applies to non job-related occurrences. 90 day waiting period.

Holidays : 12 fixed paid holidays plus one day of personal leave/floating holiday per year. Battalion Chiefs paid 156 hours.

Vacation Leave : Vacation Leave is earned at a rate of 4.15 hours per pay period. Total years of service in a CalPERS or comparable agency may be used for placement in a higher Vacation Leave accrual. One Personal Leave day per year is provided until such time the City recognizes an additional holiday.

Sick Leave : 8 hours per month.

Administrative Leave: Mid-Management and Confidential positions shall receive up to 56 hours per calendar year upon recommendation of the Department Director and approval of the City Manager.

Bereavement Leave: Three (3) working days (or 40 hours where travel is 500 miles or more) for qualifying incident.

Tuition Reimbursement : Up to $2,000/year for work-related college courses.

Cell Phone Stipend: City cell phone provided depending on position.

Other : Uniform Allowance ($40/mo) for Battalion Chiefs; Voluntary participation in Credit Union; Payroll Direct Deposit; Long-Term Care (premiums paid by employee).

1/14; 12/15; 8/19; 8/22; 24; 7/14/25

Closing Date/Time: Continuous

Salary:

$6,140.99 - $7,765.55 Monthly