Deputy City Clerk

Description 

The Deputy City Clerk assists the City Clerk in planning and implementing the activities and operations of the Office of the City Clerk to promote open and transparent governmental services. In the absence of the City Clerk, the Deputy Clerk shall perform the duties of the City Clerk as set by statute, ordinance, and resolution.  

Essential Functions 

• Display honest, trustworthy, and ethical behavior when dealing with internal and external customers.  

• Establish and maintain cooperative working relationships with those contacted in the course of work. 

• Regular attendance that is punctual and dependable is required. 

• Assist with the preparation of agendas for all formal City Council and/or Planning Commission meetings including proclamations; assist with the preparation of council packets for distribution to the Mayor, City Council members, the public and on the City’s website in a timely manner. 

• Assist with the scheduling and public notice posting of official meetings. 

• Records management; filing and document retrieval; permits and liquor licenses; and purchasing duties. 

• Document and maintain the official record of all City Council meetings, including accurate minutes of meetings. 

• Public records request processing; maintains and manages retention and destruction of official records in accordance with state law, and City Code; scanning and indexing of official records for retention. 

• Assist City Clerk with training and oversight of City Council and official committees/subcommittees in matters of open meetings, open records, records retention and parliamentary procedures. 

• Serve as City Clerk in his/her absence. 

• Assist City Clerk with processing and management of licenses and permits. 

• Perform related duties as assigned. 

Knowledge, Skills and Abilities 

Knowledge of: 

• Legal requirements relating to the maintenance and preservation of official public minutes and records; government processes and required documentation of activities as well as the legal powers and duties of City officials; and procedures, policies and statutes related to City Council meetings and proceedings records. 

• Strong technical writing, administrative and organization skills.  

• Modern office procedures, methods and equipment including computers. 

• Microsoft Office suite of products.  

Ability to: 

• Prepare minutes, reports, etc. in an accurate, professional, and timely manner. 

• Communicate effectively, both orally and in writing and listen to others. 

• Use of proper written and grammatical skills, and the meaningful application of computer technology (records management, e-mail, Internet, etc.). 

• Manage multiple tasks, projects, information, and materials within a well-ordered system according to established schedules. 

• Maintain an extensive written and computerized record management system. 

• Concentrate and pay close attention to detail. 

• Operate a computer terminal, typewriter, calculator, scanner, copier, telephone, and other common office equipment. 

Training, Education and Experience 

Experience: 

Knowledge of Deputy City Clerk duties at a level acquired through other government work such as City, County or State, or related fields with the ability to obtain Municipal Clerk Certification.  

Experience in administrative work involving frequent public contact including experience in a responsible capacity or any combination of training and experience which provides the knowledge, skills, and abilities of performing the duties of the Deputy City Clerk. 

Training: 

High school diploma or equivalent supplemented by public or business administration coursework, or a related field. 

Computer knowledge required as can be obtained in one semester course work outside of high school or prior experience. 

Licenses/Certifications/Registrations Required 

Possession of, or ability to obtain, certification as a Municipal Clerk within three (3) years from date of hire.  

Notary public license or ability to obtain license preferred. 

Physical Requirements 

Activities:                  

Sitting                      Frequent 

Standing                  Frequent 

Walking                    Occasional 

Reaching                 Occasional 

Climbing Stairs        Occasional 

Bending                   Occasional 

Squatting                 Occasional 

Kneeling                   Occasional 

Twist/Turn                Occasional 

Simple Grasping      Occasional 

Fine Manipulation     Frequent 

Handling                   Occasional 

Lifting                        

Waist Level              20# Occasional  

Chair to Floor           20# Occasional 

Above Shoulder       20# Occasional 

Supervision Received and Exercised 

Receives direct supervision from the City Clerk. 

Exercises no supervision.