Deputy City Clerk

Deputy City Clerk

Salary

$87,446.58 - $106,292.42 Annually

Location

333 Civic Center Plaza, Tracy, CA

Job Type

Full Time

Department

City Managers Office

Opening Date

10/20/2026

Closing Date

11/6/2026 3:00 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

TTSSEA

• Description
• Benefits
• Questions

Description

TENTATIVE RECRUITMENT SCHEDULE

• Application Deadline: November 6, 2026, 3:00 PM

• Virtual Oral Board Panel Interviews: November 18, 2026

• Department Selection Interviews: TBD

TO LEARN MORE ABOUT THIS OPPORTUNITY, CLICK ON THE LINK BELOW:

DEPUTY CITY CLERK

THE IDEAL CANDIDATE

The ideal candidate is a proactive, detail-oriented professional who exercises sound judgment and thrives in a dynamic, service-focused environment. They are highly organized, able to adapt to shifting priorities, and capable of working independently with minimal supervision as well as collaboratively within a team.

They communicate clearly and concisely, both verbally and in writing, and demonstrate excellent internal and external customer service skills. The ideal candidate upholds the principles, duties, and ethics of the City Clerk's Office, working with the utmost discretion and maintaining strict confidentiality. They possess strong relationship-building skills, effective collaboration with City departments, outside agencies, elected officials, and executive leadership.

Experience responding to Public Records Act requests, managing records in accordance with public record retention requirements, and utilizing best practices for scanning and indexing is highly desirable. Experience with processing contracts and agreements is preferred.

DEFINITION

Under general supervision, provides administrative and program support to the City Clerk's Office in the preparation of City Council agendas, minutes, actions, ordinances, and resolutions, in the maintenance of official documents and records, in the administration of City elections, and in overseeing the day-to-day activities, services, and operations of the City Clerk's function; provides varied technical, complex, specialized, and confidential office administrative support to the higher level management and other City departments as assigned; coordinates assigned activities with those of other City departments; acts for the City Clerk on a relief basis in the absence of the Assistant City Clerk and City Clerk; and performs related duties, as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is a single-position classification that is responsible for the administration and daily operations of the City Clerk's Office functions and activities, under the direction of higher level supervisor or manager. This classification performs a variety of administrative duties, including assisting in the development of City Council agendas, administration of filings, records management, assisting with municipal elections, and coordinating with other City departments. The nature, scope, and diversity of responsibilities of this classification require a broader understanding of City functions and the capability of relieving the Assistant City Clerk of day-to-day office administrative and coordinative duties, as well as fulfilling some of the duties of the City Clerk in the absence of both the City Clerk and Assistant City Clerk

Essential and Marginal Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential

functions of the job.

• Assists in overseeing and performing functions of the day-to-day operations of the City Clerk's office, including the maintenance of administrative files, resolutions, ordinances, contacts, agreements, deeds,

annexations, and other official documents; performs mandated and other City Clerk duties in the absence of both the Assistant City Clerk and City Clerk.

• Monitors operations and activities of assigned programs; recommends improvements and modifications and prepares various reports on operations and activities.
• Assists with planning, and implementation of the City's records management program; sets and ensures legal compliance with retention schedules for City records; develops and updates records retention policies and procedures.
• Maintains efficient operations of the City-wide Automated Records Management System (ARMS); coordinates with departments on the use of, training, and troubleshooting of the system.
• Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person's right to inspect any public record of the City is upheld.
• Assists with preparation of City Council meeting agendas and tentative agendas; assists in the assembly and distribution of agenda packets; attends meetings; takes and prepares meeting minutes; prepares Council packets and approved resolutions, ordinances, and meeting minutes for archiving.
• Oversees the preparation, receipt, review, and processing of various reports and records; oversees and participates in processing passport applications.
• Provides assistance to the public and City staff by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Performs complex records management activities, including assigning record codes to documents,

imaging and/or filing, storage, and destroying City records.

• Assists in planning and conducting City municipal elections as required by state law; participates in all election events.
• Organizes, administers, maintains, and monitors all required Fair Political Practices Commission (FPPC) filings and election campaign disclosure statements.
• Administers policies and procedures and monitors filings of campaign statements for candidates, Council members, and all active committees as requested by state law; distributes forms and monitors filing of Statements of Economic Interests as required under the Political Reform Act of 1974; maintains a comprehensive list of designated employees under the City Conflict of Interest Code.
• Supervises legal codification of the Municipal Code Book; proofreads the codes upon request.
• Notarizes official documents; administers oaths of office; prepares department disaster plan.
• Coordinates and integrates program services and activities with other agencies and City departments.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Receives, investigates, and responds to difficult and sensitive problems and inquiries in a professional manner; researches information; identifies and reports findings and takes necessary corrective action.
• Performs other related duties as assigned.

Minimum Qualifications

QUALIFICATIONS

Knowledge of:

• Principles, practices, and procedures related to public agency record keeping and the City Clerk function.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures.
• A variety of public documents including contracts and ordinances.
• Municipal elections processes and procedures.
• Business letter writing and the standard format for reports and correspondence.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures.
• Develop, plan, coordinate, and implement records management program suited to the needs of the City and in compliance with Federal, State, and local laws, rules, and regulations.
• Prepare official minutes, resolutions, and ordinances.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

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

Equivalent to the completion of the twelfth (12th) grade and three (3) years of increasingly responsible secretarial or administrative experience in a municipal government agency, preferably experience supporting a City Council, board, commission, or other body which required developing agendas, preparing minutes, and maintaining official records, and frequent contact with the public. Specialized training or college level course work in Public or Business Administration is desirable.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
• Possession of, or ability to obtain, a Notary Public certification within one (1) year of appointment.
• Possession of, or ability to obtain, a Certified Municipal Clerk certification is desirable.
• May be required to complete National Incident Management System (NIMS) Training.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

N/A

DISASTER SERVICE WORKER

All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a "Local Emergency" is declared during the employee's shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a "Local Emergency" is declared outside of the employee's shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.

PRE-EMPLOYMENT REQUIREMENTS

Prior to hire, candidates must successfully complete a pre-employment process, which may include a reference check and DOJ/FBI fingerprinting.

RECRUITMENT ACCOMMODATIONS

Accommodations may be made for disabilities and religious convictions. Applicants requiring testing accommodations must submit the Request for Reasonable Accommodations Form to the Human Resources Analyst by phone or email prior to the test date.

DISCLAIMER

The City of Tracy is an equal opportunity employer. Equal employment opportunity applies to all aspects of personnel policy and practice, including recruitment, hiring, development, advancement, and treatment of employees, to the extent permitted by law. The City of Tracy reserves the right to revise the examination plan described in this flyer at any time to better meet organizational needs.

The City of Tracy is proud to offer a comprehensive benefits package designed to support the health, well-being, and financial security of our employees and their families. From medical coverage and retirement plans to wellness programs and professional development opportunities, our benefits reflect our commitment to a thriving workforce.

For a detailed summary of all available benefits, please visit the TTSSEA Benefits Summary and the Memorandum of Understanding between the City of Tracy and Tracy Technical & Support Services Employee Association.

01

I understand that in order for my application to receive every consideration in the selection process, I must complete the following Supplemental Questions. I understand these responses must match the information I provide in the Work Experience and Education sections of my application (do not answer "see resume"). I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.

• Yes

02

Select your highest level of education.

• High School or Equivalent
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree
• Other
• None of the above

03

Have you worked for a public sector agency (e.g. City, County or Special District)?

• Yes
• No

04

How many years of increasingly responsible secretarial or administrative experience in a municipal government agency do you have?

• None
• 1 - 2 years
• 3 years
• 4 years
• 5 years or more

05

How many years of experience do you have supporting a City Council, board, commission, or other body which required developing agendas, preparing minutes, and maintaining official records, and frequent contact with the public?

• None
• 1 - 2 years
• 3 years
• 4 years
• 5 years or more

06

Do you have specialized training or college level course work in Public or Business Administration? If yes, describe the training or college level course work. If you do not have any, indicate "N/A".

07

Possession of, or ability to obtain, a valid California Driver's License by time of appointment is required. I certify that a valid California Driver's License by time of appointment is required.

• Yes

08

Possession of, or ability to obtain, a Notary Public certification within one (1) year of appointment is required.

• I currently possess a Notary Public certification.
• I certify that a Notary Public certification is required within one (1) year of appointment.

09

Possession of, or ability to obtain, a Certified Municipal Clerk certification is desirable.

• I currently have a Certified Municipal Clerk certification.
• I do not have a Certified Municipal Clerk certification.

10

Do you have experience processing contracts and agreements for a public sector agency?

• Yes
• No

11

Do you have experience responding to Public Record Requests pursuant to the California Public Records Act?

• Yes
• No

12

Do you have experience performing administrative and technical duties for a City Clerk's Office?

• Yes
• No

Required Question

Employer City of Tracy

Address 333 Civic Center Plaza

Tracy, California, 95376

Phone 209-831-6150

209-831-6158

Website http://www.cityoftracy.org