The Deputy City Clerk, working under the direction of the City Clerk, provides administrative support, leadership, and coordination for the functions of the City Clerk’s Office. The position assists in managing departmental operations, including legislative support, records management, election administration, and the preparation and distribution of official documents and public information. The Deputy City Clerk supports the City Clerk in ensuring compliance with statutory requirements, maintaining government transparency, and delivering high-quality service to the Mayor, City Council, City departments, and the public. The role may act on behalf of the City Clerk in their absence, as assigned.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.
- Provides leadership in the delivery of superior services to City residents, businesses, and City Staff.
- Maintains the City Clerk website as directed by the City Clerk to include maintaining and updating site content, including calendars, minutes, agendas, documents, news items, and all City Clerk–related information such as meeting schedules, legislative materials, and election content. Providespromptandcourteouscustomerservicetothegeneralpublicbydisseminatinginformation, answering inquiries or directing questions to appropriate personnel.
- Performs general office duties such as office computer applications, copying, filing, faxing and data entry; maintains department records systems.
- Responds to inquiries/requests in accordance with policies and procedures and/or makes referral to appropriate staff member for follow-up.
- Performs event planning for receptions, tours, related activities, and orders and maintains the department’s supply inventory.
- Advises appropriate personnel of outside electronic sign postings re: special notices/recognitions.
- Performs Notary Public services and authorizes and applies the official City Seal on plats, certified copies, and other legal documents at the direction of the City Clerk.
- Composes and prepares various correspondence.
- Schedules meetings and activities and maintains meeting records.
- Demonstrates a thorough knowledge of City and departmental policies and procedures.
- Establishes and maintains effective working relationships with supervisors, co-workers, other agencies and the general public.
- Performs duties in a manner that displays initiative; excellent organizational, problem solving and independent thinking skills.
- Makes recommendations to improve efficiencies in processes and procedures.
- Maintains confidentiality of information.
- Serves as Acting City Clerk during the Clerk’s absence, exercising full authority and performing all duties of the position when designated.
- Assists the City Clerk by performing delegated tasks and responsibilities to support the efficient operation of the City Clerk’s Office.
- Assumes responsibility for certain administrative tasks currently performed by support staff, such as preparing agendas, recording minutes, and managing communications for designated boards and commissions, allowing reallocation of resources.
- Serves as primary backup for the administrative support team, including coverage of the guest services desk when needed.
Other duties as assigned
- High school diploma/GED required.
- Associate degree preferred.
- Minimum of two (2) years administrative and customer service experience.
- An equivalent combination of experience and training may be considered by the City with higher education.
- Knowledge of administrative policies and procedures of the City.
- Ability to establish and maintain accurate records of assigned activities and operations.
- Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
- Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
- Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
- Ability to think quickly, maintain self-control, and adapt to stressful situations.
- Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
- Knowledge of computer software consistent for this position.
- Ability to perform mathematicalcal culations required of this position.
- Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
- Skill in researching and understanding complex written materials.
- Ability to prepare and maintain accurate and concise records and reports.
- Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
- Ability to communicate detailedand often sensitive information effectively and concisely, both orally and in writing.
- Ability to handle sensitive interpersonal situations calmlyand tactfully.
- Ability to maintain professionalism at all times.
- Ability to maintain effective working relationships with individuals within and outside the organization.
- Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
- Ability to work the allocated hours of the position and respond after hours as needed.
PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.- This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
- Work has standard vision requirements.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Hearing is required to perceive information at normal spoken word levels.
- Work requires preparing and analyzing written or computer data and observing genera lsurroundings and activities.
- Work has no exposure to environmental conditions.
- Work is generally in a moderately noisy offic esetting (e.g. business office, light traffic).
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.The duties listed above are intended only as illustrations of the various types of work that may be performed.The omission of specific statements of duties does not exclude them fromthe position if the work is similar, related or a logical assignment to the position.The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.