DEPUTY CITY CLERK
Under general supervision, serves as principal assistant to the City Clerk; as necessary provides general administrative often of a confidential nature to the City Manager and City Attorney. Responsibilities include assisting in the organization of City Council and other public meetings; assisting in the conduct of municipal elections; preparations, recording, filing, and retrieval of documents and records; recording and transcribing of meeting proceedings; serving as acting City Clerk in the latter’s absence.
The Deputy City Clerk is a single position class responsible for assisting the City Clerk in administration of the City Clerk Department operations. As experience is gained, assignments will become more varied and provide an opportunity to learn the various functions of the City Clerk Department. It is distinguished from the City Clerk, in that the City Clerk is primarily responsible for the day-to-day management of the operations and supervision of staff as well in that the City Clerk has overall responsibility for the department. The incumbent is accountable for accomplishing goals and objectives for the office and for furthering City goals and objectives within general policy guidelines.
Examples of Key Duties: (Duties are illustrative and not inclusive and may vary with individual assignment.)
- Assist in the development and implementation of the Department's goals, objectives, policies, procedures, and work standards.
- Performs follow-up activities resulting from Council meetings, including transcribing and distributing minutes, ensuring that resolutions and ordinances are in proper format and notarized, tracking committee and commission actions and preparing letters of acceptance or rejection.
- Work with staff, the general public, and elected officials providing a high level of administrative support.
- Recommend and coordinate the development and maintenance of computerized applications and systems, maintain the centralized records management system, archives, and records retention.
- Research public records and provide information to the public and staff members concerning City Council actions, laws, ordinances, codes, procedures and projects; independently compose responses to requests for information.
- Compilation of agenda items for City Council meetings; prepare and distribute agenda packets; summarize and publish agenda information.
- Index, process, copy, distribute, file and certify copies of ordinances, resolutions, official minutes and other public records; maintain and update Municipal Code books.
- Prepare and publish legal and public notices in coordination with City Departments.
- In the absence of the City Clerk, perform the City Clerk duties, such as attend meetings, write agenda reports, take and prepare minutes.
- Assist the City Clerk in the administration and conduct of municipal elections.
- Assist in the development and preparation of the annual budget and monitor expenditures throughout the year.
- Provides Notary Public services for City legal requirements, residents, staff and the general public.
- Verses update of the City Council/City Clerk web page.
- Performs other duties of a similar nature or level.
Education and Experience:
High school diploma and five (5) years of increasingly responsible secretarial experience with varied clerical, public contact and technical office management work.
Licenses and Certifications:
Ability to obtain certification as a Certified Municipal Clerk (CMC) after three years.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 20 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Modern office management practices and procedures;
- Laws, codes and statutes related to City records;
- Organization and functions of municipal government;
- Records maintenance practices and procedures;
- Computer applications related to the work;
- Applicable federal and state laws, codes, ordinances and regulations;
- Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Skill in: (at entry)
- Preparing agendas and meeting packets;
- Taking and transcribing accurate minutes;
- Interpreting codes and laws related to City records;
- Maintaining City records, including filing, storage, retrieval and disposal;
- Developing effective interpersonal relationships with a variety of people;
- Using computers and related software applications; and
- Communicating effectively with co-workers, officials and the general public to exchange or convey information and to receive work direction.