Definition About the City of Milpitas Located at the southern end of San Francisco Bay, Milpitas is a progressive community that is an integral part of Silicon Valley. A full-service city with water utility, sewer utility, police and fire services, Milpitas is a flourishing community with a very diverse and inclusive resident population of over 80,000. Often referred to as the Crossroads of Silicon Valley, the City is situated between major thoroughfares in the Bay Area and considered a highly desirable location for world-class technology companies seeking to build a central base of operations. With the addition of the new Milpitas Transit Center offering BART, light rail, and bus service, and multiple new mixed-use development projects, along with a host of new City Plans and Programs in support of an inspiring and sustainable future, the City is at the forefront of building the next generation economy. For more information, visit: www.milpitas.gov
The ideal candidate for Deputy City Clerk will provide excellent customer service and communicate effectively with a wide range of individuals including elected officials, City staff, and the public. They will be flexible, responsive, and able to balance competing priorities and daily tasks with a detail-oriented approach. They must be knowledgeable and/or willing to learn the laws, rules, regulations, and procedures related to City Clerk functions. They will be self-motivated and able to work independently. This candidate will also possess strong organizational skills, the ability to maintain complex records, and a commitment to continuous improvement and learning.
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Deputy City Clerk Examples of DutiesDuties may include, but are not limited to, the following:
- Policy and Goal Development: Contribute to the formulation and execution of the Division's goals, objectives, policies, procedures, and work standards.
- Administrative Support: Provide high-level administrative support to staff, the general public, and elected officials.
- Records and Information Management: Recommend and oversee computerized applications and systems; manage centralized records, archives, and retention; research public records to supply information on City Council actions, laws, ordinances, codes, procedures, and projects; independently draft responses to information requests.
- Agenda and Meeting Support: Assist in compiling City Council meeting agendas; oversee preparation, distribution, and publication of agenda packets and information; act as City Clerk in their absence, including attending meetings, writing reports, taking minutes, and supervising staff.
- Document Processing and Certification: Index, process, copy, distribute, file, and certify ordinances, resolutions, minutes, and other public records; maintain and update Municipal Code books; certify, notarize, and record City documents.
- Legal and Public Notices: Prepare and publish legal and public notices with City departments.
- Election and Program Administration: Assist in municipal elections administration and conduct; administer special programs and related documents (Statements of Economic Interest, Bingo licenses, etc.).
- Budget and Workflow Management: Monitor workflow, plan, organize, and direct Division staff and services; aid in annual budget preparation and monitor expenditures.
- Data Collection and Reporting: Collect, analyze, and prepare data for surveys, projects, and reports.
- Commission and Subcommittee Support: Support Commissions or Subcommittees, if assigned.
- Additional Duties: Perform other related duties as required
Typical Qualifications EDUCATION AND EXPERIENCE Education: High school diploma
Experience: Five (5) years of increasingly responsible administrative support experience with varied assignments, projects, public contact, and technical office management; including at least one (1) year of supervisory experience or experience as a lead in project coordination.
License or Certificate:- Posses or ability to obtain and maintain an appropriate valid California Driver License.
- Possess or ability to obtain within six (6) months of employment and maintain throughout employment a Notary Public Commission.
- Possess or ability to obtain designation as a Certified Municipal Clerk (CMC) within three (3) years of employment.
Knowledge of:- Contemporary office management practices
- Effective communication skills, both written and spoken
- Structure and functions of municipal government
- Office equipment and modern software applications, including cloud-based tools and various filing systems
- Laws, rules, regulations, and procedures related to City Clerk functions, such as municipal elections, open government, and public records
- Principles of management, supervision, training, and performance evaluation
- Outstanding customer service standards
Ability to:- Organize data and maintain complex records (both digital and physical)
- Accurately transcribe notes and summarize materials
- Interpret diverse documents and apply knowledge of various procedures
- Establish effective relationships with City staff, officials, and the public
- Demonstrate strong supervisory abilities and train personnel
- Stay current on relevant laws, regulations, and professional knowledge
- Communicate effectively across various platforms (e.g., in person, telephone, email, virtual meetings)
- Work independently, meet deadlines, and make informed decisions on procedural matters
- Use modern office software proficiently
Supplemental Information Oral Board Interviews are tentatively scheduled for the week of July 22, 2024. SPECIAL REQUIREMENTS
Ability to work in a standard office environment; repetitive keyboarding; ability to take notes at a rapid speed; ability to attend night (evening) meetings; able to travel to various locations within and outside the City of Milpitas.
In compliance with the Americans with Disabilities Act, the City of Milpitas will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department.
The City of Milpitas is an Equal Opportunity Employer.
RETIREMENTMembership in CalPERS (2% at 60 or 2% at 62 with three year average salary). City of Milpitas employees do not participate in Social Security,but do contribute to Medicare.
MEDICAL INSURANCEChoice of CalPERS Medical Plans. City pays coverage up to the Kaiser rate (currently $2,228.36/mo. for family). Employees who waive health coverage are eligible to receive $125 per month in lieu of medical plan coverage with proof of other coverage.
RETIREE MEDICALEmployees are eligible upon CalPERS retirement from the City to receive up to 100% retiree medical coverage (currently based on the Kaiser health rate), based on years of service.
DENTAL & VISIONCity provides full family coverage for Delta Dental and MES Vision at no cost to the employee.
LIFE INSURANCECity provides $50,000 term policy. Supplemental employee-paid life insurance is available up to $500,000, based on carrier acceptance.
DISABILITY INSURANCECity provides a Short-Term Disability plan similar to State Disability Insurance (SDI) coverage. Employees do not participate in SDI. Long-Term Disability coverage of 60% of base salary up to $1,500 per month is available after a 60-day waiting period. Additional buy-up options for LTD are available up to $6,000 per month.
DEFERRED COMPENSATIONCity contributes $75 per month on the employee's behalf.
VACATIONHourly employees earn 11-31 days of vacation and Exempt employees earn 16-36 days of vacation based on years of service.
HOLIDAYSEmployees receive 12 paid holidays and one (1) floating holiday per year.
SICK LEAVEEmployees earn 12 days annually.
TUITION REIMBURSEMENTEmployees are eligible to receive up to $2,000 per fiscal year in tuition reimbursement.
FITNESS PROGRAMEmployeesare offered free access to City-sponsored sports and fitness programs.
The City also offers a flexible spending benefits plan, employee assistance program, and other voluntary insurance. Contact Human Resources (HR) at 408-586-3090 or https://www.milpitas.gov/245/Benefits for more information on employee benefits.
Closing Date/Time: 7/10/2024 11:59 PM Pacific
