Deputy City Clerk

Department: City Clerk’s Office

Union: Non-Union position

Classification: FLSA Exempt (Administrative)

General Statement of Duties

Performs specialized clerical and administrative work in the maintaining of official City records; administering permits and licenses; assisting in all aspects of voter registration and administration of elections; preparing meeting agendas and materials for various Boards and Commissions, including City Council; attending meetings of the Board of Zoning Appeals, taking and transcribing minutes, and providing those services to other public bodies as directed; acting on behalf of the City Clerk in his/her absence; and performing related work as required.

Supervision Received

Works under the general supervision of the City Clerk.

Supervision Exercised

Exercises supervision of clerical and other staff, as assigned.

Essential Duties and Responsibilities

• Prepares and distributes City Council, Board of Zoning Appeals, Civil Service Board, Employees’ Pension Board, Police and Fire Board, Police and Fire Pension Board, and Special Events Committee agendas and packets.
• Acts as Recording Secretary for the Board of Zoning Appeals and the Special Events Committee, and for other City Boards and Commissions, including City Council, in the City Clerk’s absence.
• Maintains and manages official City records and public documents; oversees records retention practices; performs certification of City documents; and records legal documents as required.
• Publishes and indexes ordinances; manages annual update of Code of Ordinances.
• Administers all licensing and permitting process including, but not limited to, business registrations, liquor licenses, sidewalk cafés, concessionaires/peddlers, canvassing/solicitation, dogs, fences, garage sales, parades, block parties, and sidewalk sales, in accordance with applicable city ordinances and other local, state and federal regulations.
• Prepares various documents and materials including, but not limited to, correspondence, legal notices, proclamations, resolutions, ordinances, reports and publications. Performs research, analyzes and interprets laws, ordinances and records.
• Provides Cable Director and Website Coordinator with updated information on Elections, Boards/Commissions, forms, meeting agendas and minutes, etc.
• Assists with coordinating, processing and dispensing public information requested under the Freedom of Information Act.
• Assists with registering voters, issuing voter registration identification cards and voter registration master cards, maintaining the master voter information files, processing cancellation/confirmation notices and preparing reports.
• Assists in planning and administering Federal, State, County, City, school and special elections, including, but not limited to, preparing legal notices, preparing test decks and ballots, assembling, disassembling, cleaning and testing election equipment, processing absent voter ballots, training personnel and volunteers; recording and distributing results.
• Serves as a Notary Public.
• Performs the duties of the City Clerk in his/her absence.
• Performs related work as required.

Peripheral Duties

• Proofreads and edits a variety of documents.
• Assists with all customer service activities.
• May serve on various employee or other committees as assigned.

Desired Minimum Qualifications

Education and Experience:

• Graduation from high school or GED equivalent, supplemented by an Associate degree or substantial college-level coursework in business, communications or a related field or an equivalent level of training and experience.
• Two years of administrative experience, preferably in a municipal setting.
• Necessary Knowledge, Skills, and Abilities:
• Working knowledge of modern office procedures.
• Skill in the use of office equipment and technology, including computers and related software, election equipment and the ability to master new technologies.
• Skill in effectively communicating ideas and concepts, verbally and in writing.
• Strong writing skills. Ability to produce grammatically correct and factual written reports, records and correspondence and to quickly and accurately translate spoken discussion into clear, concise meeting minutes.
• Skill in research and analyzing and interpreting complex written material.
• Ability to understand and follow complex instructions, manage multiple tasks and work effectively under stress and with interruptions, within deadlines and with changes in work priority.
• Ability to establish and maintain effective working relationships and use good judgment, initiative and resourcefulness with the public, elected officials and other employees.

Special Requirements

• Obtain Notary Public commission within six months;
• Steady progress toward Certified Municipal Clerk (CMC) certification;
• Maintain knowledge of current local, State and Federal laws and statutes affecting areas of responsibility;
• Flexible work hours, including some nights and weekends.

Tools and Equipment Used

Personal computer, including word processing, spreadsheet, database, email and calendar software; audio recording equipment; copy and fax machine; digital scanner; shredder; multi-line phone.

Physical Demands

The physical demands described here 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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to sit, stand, walk and talk or hear. The employee is occasionally required to climb or balance, and to stoop, kneel or crouch.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

Work Environment

The work environment characteristics described here 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.

The noise level in the work environment is usually quiet.

Selection Guidelines

Formal application, rating of education and experience, oral interview and reference check, job related tests may be required.

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 from the 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.

Salary and Wage Plan