City Clerk / Deputy City Clerk

• Executive Assistant City of La Palma, CA La Palma, CA Job Details Full-time $9,585.76
• $12,845.

83 a month 2 hours ago Benefits Wellness program Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Employee assistance program Vision insurance Life insurance Retirement plan Qualifications Optimizing workflow processes Meeting minutes Correspondence management Office activity coordination Operations coordination Data Retention (Data management) Meeting transcription Executive administrative support Customer inquiry handling High school diploma or GED Continuous improvement Non-CDL Class C Legislation Certified Notary Public Clerical experience Office management Local ordinances Legal compliance File organization Full Job Description This recruitment is open on a continuous basis and may close at any time, with or without notice. First application review will be on Thursday, September 10, 2026. The incumbent will enjoy working a 4/10 work schedule (Monday through Thursday), 7:30 am

• 6:30 pm.

with every Friday off! This position will receive a 4% cost of living adjustment effective July 1, 2027 Depending on qualifications and experience, the position may be filled at either the City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant level.

City Clerk/Executive Assistant:

$9,585.76

• $12,845.

83 monthly

Deputy City Clerk/Executive Assistant:

$6.852.74

• $9,183.

33 monthly The City of La Palma is seeking a highly organized, detail-oriented, and service-minded professional to join our team as a City Clerk/Executive Assistant or Deputy City Clerk/Executive Assistant. This is an exciting opportunity for an experienced administrative professional who enjoys working in a collaborative municipal environment and is interested in supporting City leadership, elected officials, and the community. This position offers the opportunity to work on a wide variety of responsibilities involving municipal government, City Council meetings, public records, elections, official records, legislative administration, executive support, and confidential administrative matters. The successful candidate will play an important role in supporting the City Manager, City Council, management staff, and City Clerk operations. Scope of Work and Examples of Duties City Clerk/Executive Assistant The City Clerk/Executive Assistant is the senior classification and is responsible for administering, coordinating, and overseeing the City's Clerk functions while providing executive-level support to the City Manager, management staff, and City Council. In this role, the incumbent will: Serve as the City's official record keeper and oversee the preparation, indexing, maintenance, and retention of official City records, including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds, easements, bonds, and related documents. Administer municipal elections, including candidate and nomination processes, candidate information and guidelines, election notices, and election-related filings and publications. Administer the City's records management program and ensure appropriate maintenance and retention of official records in accordance with applicable requirements. Oversee and coordinate the City's statutory filing and disclosure responsibilities, including Political Reform Act, Fair Political Practices Commission, and Secretary of State filings. Oversee and coordinate public records requests and assist in ensuring compliance with applicable public records requirements. Maintain the City's Municipal Code and oversee the processing, publication, posting, and attestation of ordinances and resolutions. Oversee the processing of claims, subpoenas, summons, and other legal documents involving the City. Coordinate and implement the City's conflict of interest code and related requirements. Ensure City Council actions and legislative documents are properly processed, recorded, and maintained. Provide executive-level administrative support to the City Manager and City Council, including confidential correspondence, scheduling, special projects, research, reports, and other administrative matters. Exercise independent judgment and accountability in the administration of City Clerk functions and ensure continuity, accuracy, and compliance in the Clerk's Office. Deputy City Clerk/Executive Assistant The Deputy City Clerk/Executive Assistant provides high-level administrative and executive support while assisting with the administration and coordination of City Clerk operations. The Deputy works closely with the City Clerk and City Manager and serves as a key resource for the day-to-day functions of the office. In this role, the incumbent will: Assist with the preparation, organization, and distribution of City Council agendas, agenda packets, public notices, and related meeting materials. Attend City Council, committee, and other public meetings; serve as minutes clerk; prepare and distribute minutes; and complete follow-up activities resulting from Council actions. Assist with the preparation, processing, recording, notarization, and distribution of resolutions, ordinances, agreements, and other official documents. Assist the City Clerk with municipal elections, public notices, statutory filings, public records requests, records management, claims processing, and other City Clerk functions. Maintain and retrieve official City records and assist with ensuring records are complete, accurate, properly filed, and readily accessible. Respond to public inquiries regarding City Council actions, City procedures, policies, regulations, and public records, or refer matters to the appropriate staff member. Provide confidential administrative and executive support to the City Manager, City Clerk, management staff, and City Council, including correspondence, scheduling, meeting coordination, research, reports, and special projects. Assist with board and commission administration, including agendas, background materials, meeting minutes, and follow-up activities. Serve as Acting City Clerk in the absence of the City Clerk, assuming appropriate City Clerk responsibilities to maintain continuity of operations. Support the City Clerk in ensuring day-to-day operations are conducted accurately, efficiently, and in accordance with established policies, procedures, and legal requirements. Minimum Qualifications City Clerk/Executive Assistant The City Clerk/Executive Assistant is the senior classification and requires demonstrated knowledge and experience in the administration of City Clerk functions and applicable municipal laws and regulations. In addition to providing executive-level administrative support to the City Manager and City Council, the incumbent is expected to independently administer and oversee key statutory and operational responsibilities of the City Clerk's Office. Candidates for the City Clerk/Executive Assistant classification should demonstrate: Knowledge of the Ralph M. Brown Act, including requirements related to City Council agendas, public meetings, meeting proceedings, notices, and official records. Knowledge of requirements related to municipal elections, the Political Reform Act, public records, and municipal records management. Knowledge of the organization and operation of municipal government, including the role of elected officials, boards, and commissions. Ability to independently perform complex, confidential, and sensitive administrative work requiring sound judgment, discretion, initiative, and tact. Ability to organize and prioritize multiple assignments, coordinate projects, meet critical deadlines, and independently follow through on assignments. Ability to prepare official minutes, resolutions, ordinances, reports, correspondence, and other municipal documents accurately and in accordance with applicable requirements. Ability to establish and maintain effective records management systems and participate in the lawful retention and destruction of official records. Ability to research, interpret, and apply policies, procedures, technical processes, and legal requirements. Ability to identify opportunities for process improvement and implement changes that increase efficiency and effectiveness. Excellent written and verbal communication skills and the ability to establish effective working relationships with elected officials, City staff, other agencies, and the public.

Typical qualifications:

Equivalent to completion of the twelfth grade supplemented by specialized training in City Clerk functions, with five (5) years of increasingly responsible clerical or secretarial experience, preferably including experience in a City Clerk's Office or other public agency.

Required:

Possession of a Certified Municipal Clerk (CMC) designation and a California Notary Public commission, or the ability to obtain a Notary Public commission within six months of appointment.

Highly desirable:

Master Municipal Clerk (MMC) designation. Deputy City Clerk/Executive Assistant The Deputy City Clerk/Executive Assistant provides responsible administrative and executive support while assisting with the administration of City Clerk operations. This classification is designed for a candidate who has strong administrative experience and the ability to perform increasingly complex City Clerk responsibilities under general supervision. Candidates for the Deputy City Clerk/Executive Assistant classification should demonstrate: Knowledge of the basic organization and operation of municipal government, including the role of City Council, boards, and commissions. Working knowledge of the Brown Act, public records requirements, records management principles, and applicable policies, procedures, laws, and regulations related to assigned responsibilities. Ability to perform varied, confidential, and responsible administrative work using sound judgment, tact, discretion, and initiative. Ability to organize work, coordinate projects, establish priorities, meet deadlines, and follow up on assignments with minimal direction. Ability to prepare correspondence, reports, agendas, minutes, resolutions, ordinances, and other administrative documents accurately and efficiently. Ability to assist with City Council meetings, municipal elections, public records requests, official records, board and commission activities, and other City Clerk functions. Ability to respond professionally and effectively to public inquiries, competing priorities, interruptions, and sensitive matters. Strong written and verbal communication skills and the ability to establish and maintain effective working relationships with City staff, elected officials, other agencies, and members of the public. Proficiency with modern office equipment and computer applications, including word processing, database, spreadsheet, and records management systems.

Typical qualifications:

Equivalent to completion of the twelfth grade supplemented by specialized training in the functions and activities of a City Clerk's Office, with three (3) years of increasingly responsible clerical or secretarial experience, preferably including experience in a City Clerk's Office or other public agency.

Required:

Valid California Class C driver's license and acceptable driving record; possession of a California Notary Public commission or the ability to obtain one within six months of appointment.

Highly desirable:

Certified Municipal Clerk (CMC) designation. How the Classifications Differ Both classifications perform meaningful City Clerk and executive administrative work. The primary distinction is the level of independence, technical knowledge, statutory responsibility, and accountability assigned to the position. The Deputy City Clerk/Executive Assistant assists with the administration of City Clerk operations, provides day-to-day support, and serves as Acting City Clerk in the Clerk's absence. The City Clerk/Executive Assistant is responsible for independently administering and overseeing City Clerk functions and is expected to possess a higher level of technical knowledge regarding municipal legislation, elections, public records, records management, and other statutory requirements. Candidates who meet the qualifications for both levels may be considered for placement at the City Clerk/Executive Assistant level. Physical Demands & Work Environment The physical demands and work environment described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be 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 occasionally bend, stoop, kneel, reach, climb, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift, move, and carry objects that typically weigh up to 25 pounds. Specific vision abilities required by this job are those required to perform office machine operations Environmental Elements 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 May be required to work on evenings, weekends, and holidays.

Note:

All employees of the City of La Palma are designated by State law to be "Disaster Service Workers." In the event of a declared emergency or an undeclared emergency or natural disaster that threatens the life, health, and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours, and performing work significantly different from the employees' normal work assignments and may continue through the recovery phase of the emergency. The City offers a highly competitive compensation package which is dependent upon qualifications. The City's attractive benefits package includes the following: Retirement

• For miscellaneous management employees, the City offers the CalPERS 2% at 62 formula for new CalPERS members.

; OR 2% at 60 formula for existing CalPERS members with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. Employees are responsible for paying the full Employee contribution through payroll deduction. Additional details on the City's retirement plan will be provided to candidates during the job offer process. For further information about CalPERS, please contact CalPERS directly. The City does not participate in Social Security except for the mandatory Medicare Program. Medical Insurance

• The City contracts with CalPERS to offer medical insurance to employees and their eligible dependents. The City provides a monthly health benefit allowance to be used toward monthly health insurance premiums currently $667.49 Employee Only, $1156.49 Employee + 1, $1415.49 Employee + 2. Wellness Program
• All employees and their dependents are enrolled in a confidential Employee Assistance Program. Annual Health/Wellness Reimbursement Program
• All management employees are eligible to receive reimbursement up to $500/fiscal year, for health and/or wellness services or programs upon City Manager approval. Dental Insurance
• The City provides dental coverage for employees and their eligible dependents. The City pays 100% of the premium and has a reimbursement program (up to 30%) for crowns. Vision Insurance
• The City has a vision care reimbursement program (up to $400) per employee and their eligible dependents per fiscal year. Life Insurance
• The City contracts with The Standard Insurance Company to provide $100,000 in basic group term life insurance for employees with additional coverage for eligible dependents. Employees may purchase additional coverage by participating in AFLAC plans. Disability Insurance
• The City provides short and long term disability insurance coverage with the City paying 100% of the premium. Flexible Spending Accounts
• The City currently offers a flexible spending account plan through which employees may set aside pre-tax dollars for a wide variety of eligible non-reimbursable medical expenses for themselves or their eligible dependents and/or eligible dependent care expenses. Additional Insurance Opportunities
• The City contracts with AFLAC to provide additional health, dental, and life insurance coverage, as well as many other reimbursable plans. Employees may set up these accounts as pre-tax dollars. Deferred Compensation Accounts
• The City offers employees the option to defer pre-tax earnings through the

ICMA-RC 457

Deferred Compensation Plan; contributions are at the employee's discretion. Retiree Health Benefits

• The City contributes the minimum Public Employees Medical and Hospital Care Act (PEMHCA) contribution, currently $160 per month, toward retiree medical insurance for retirees who elect to continue their CalPERS medical coverage into retirement. The city does not offer retiree dental or vision coverage. Holidays
• Ten (10) paid fixed holidays and 40 hours of paid floating holiday time annually are provided. Employees are required to use either floating holiday time, vacation time, or compensatory time to facilitate a holiday closure between Christmas and New Years. Vacation
• Full-time employees entering service after July 1, 2011, earn 80 hours of annual vacation leave per year through year 5, with leave increasing to 184 hours by year 20. Sick Leave
• 96 hours per year and can accrue a total balance of 760 hours. Administrative Leave
• Management Employees are FLSA Exempt and therefore receive 80 hours of administrative leave per fiscal year subject to City Manager approval. Bilingual Pay
• The City offers employees the opportunity to test once per year for bilingual accuracy. After successfully passing an interactive test, the employee will receive $150/month. Testing is renewed biannually in order to continue receiving the stipend. Work Hours
• Full-time employees work a four day work week/10 hour work days; a 40 hour work week, Monday
• Thursday.