Job Abstract

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.

Duties 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

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.

• 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

• 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

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.