NEOGOV · 8 hours ago
City Clerk Specialist
Rancho Santa Margarita, CA
Full-time
Onsite
Mid Level
$64K/yr - $75K/yrNEOGOV is seeking a City Clerk Specialist to coordinate and maintain the City’s official records management program. The role involves managing document retention, responding to public records inquiries, and supporting the City Clerk’s Office with various administrative duties.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Coordinate and maintain the City’s records management system for coding and classifying all vital City records; implement and maintain policies and procedures for recording, indexing, filing and retrieval of active documents and the storage of inactive documents
Review and respond to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; research and retrieve official records and documents for the City Council, City Staff and the public; review and process public records requests, including the receipt and distribution of subpoenaed records
Assist in codifying City ordinances into Municipal and Zoning codes and facilitates the distribution of revisions
Assist the City Clerk with (a) ensuring compliance with Political Reform Act, (b) administering Fair Political Practices Commission (FPPC) filings, (c) conducting municipal elections including verification of nomination papers and certification of initiative referendums and recall petitions, (d) Statements of Economic Interests and (e) campaign financial statements
Assume the duties and responsibilities of the City Clerk in the absence of the City Clerk including but not limited to (a) providing supervision and direction to Department staff, (b) certification of ordinances, resolutions, agreements and other official documents, and (c) administering Oaths of Office
Participates in the administration of the City Clerk’s Department budget. Assist staff and the public with questions regarding official documents or activities of the City, explain policies and procedures related to City operations
Assist with the preparation and posting or distribution of notices of public meetings and hearings; assist with the preparation and distribution of other notices in accordance with municipal, State and Federal requirements
Assist in the preparation, assembly, printing, and distribution of City Council agenda packets
May transcribe notes or taped proceedings; prepare minutes of meetings and other proceedings
Coordinate microfilming/electronic imaging production, quality control procedures, and off-site storage
Assist with formal bid openings
Assist the City Clerk with Contract Administration duties
Proofread reports, forms, minutes, agendas, and other material for mathematical, grammatical, and procedural accuracy
Perform a variety of complex administrative and confidential duties in support of the City Clerk’s Office; answer phone calls, route calls, and respond to requests for information
Supervise subordinate administrative or clerical staff
Establish, maintain, and foster positive and harmonious working relationships with City staff and all those contacted in the course of work
Perform related duties as assigned
Qualification
Required
Education equivalent to two years of college course work in public or business administration or a related field
Any combination equivalent to experience and training which provides the knowledge, skills, and abilities necessary for acceptable job performance
Possession of a valid California Driver's License and a safe driving record at appointment is required
Operations, services, and activities of a City Clerk's Office
Applicable Federal, State and municipal laws, codes, regulations, and procedures related to municipal elections, open meetings, political reform requirements, including Political Reform Act, Fair Political Practices Commission, Maddy Act, Ralph M. Brown Act, California Government Code, and California Election Code
Public notice laws, provisions, and procedures
Basic principles and procedures of records management including establishing, maintaining, and destroying records
Proper English, spelling, grammar, punctuation use, and business writing
Principles and practices of records management, including records retention laws
Modern office equipment
Personal computer systems including word processing, spreadsheet, presentation, electronic calendar, agenda & meeting management software, and file management programs
Understand, interpret, explain, and apply complex Federal, State, and local laws, rules and ordinances including but not limited to the Public Records Act, Ralph M. Brown Act, Fair Political Practices Commission regulations, and California Government Code
Respond to requests and inquiries for information regarding records and records management
Assist the public, City Officials, City staff, and others in researching or obtaining answers to questions regarding City business
Provide information and organize material in compliance with laws, regulations, and policies
Communicate effectively, orally and in writing with elected and appointed officials, City Manager, City staff, Commissions, attorneys, contractors, vendors and community groups
Remain impartial when dealing with sensitive political issues. Maintain confidential information. Use tact and discretion in dealing with those encountered in normal business settings
Take, transcribe and prepare accurate minutes of meetings
Operate a computer using various software programs including records management, meeting management, word processing, spreadsheet, calendaring, and presentation; may include Microsoft Word, Excel, Outlook and Power Point
Occasionally attend night and/or weekend meetings, events, or activities outside normal business hours
Understand and carry out oral and written instructions
Travel to various sites and operate a motor vehicle safely
Preferred
Experience in a municipal setting or other public agency is highly desirable
A Certified Municipal Clerk (CMC) Certificate is highly desirable
Certification as a Notary Public or the ability to obtain certification within six months of hire date
Certification as a Passport Agent or ability to obtain certification within six months of hire date
Benefits
CalPERS Retirement
Cafeteria Plan Allowance
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Holidays
Deferred Compensation
Voluntary Insurance
Flexible Scheduling
Comprehensive Leave
Other Leave
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
Founded in 1999
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
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