City Clerk / Deputy City Clerk – Executive Assistant

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 di…