1 Deputy City Clerk Job in Maple, MN
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City of Maple Grove, MN is Hiring a Deputy City Clerk Near Maple, MN
About Maple Grove, MN
Maple Grove is a forward-thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area. We are home to over 70,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land. The City of Maple Grove is proud to employ over 250 benefit-earning employees, 500 part-time, casual, temporary, seasonal employees, and 100 paid-on-call firefighters to staff our many departments. We provide public safety, public works, community and economic development, parks & recreation and many other important public services to a growing community.
The Position
The City of Maple Grove is seeking a passionate individual to serve as our Deputy City Clerk! As Deputy City Clerk, you will be responsible for providing administrative, clerical, and professional support to the City Clerk and Administration Department staff. These duties include preparing general correspondence, processing invoices, tracking expenditures, handling confidential/sensitive information, and will be responsible for maintaining compliance of the city's records management program.
During election years, they will aid in all phases of the election process and play an integral role in the administration of each election cycle. Additionally, the deputy city clerk will serve as the lead for various licensing functions managed by the city clerk, including alcohol, tobacco, and refuse haulers. The City of Maple Grove offers competitive salaries, outstanding medical and dental plans, sick and vacation time, and a state-operated pension plan for long-term success. Make a difference by joining our growing and diverse community!
Responsibilities
- Provides technical and clerical support to the city clerk and other department staff which includes: preparation of general correspondence, processing invoices and tracking expenditures, maintaining files and records, and handling confidential and sensitive information.
- Receives and routes routine phone calls, assists the general public; provides information on departmental policies and procedures; transfers inquiries to the appropriate individual or department.
- Prepares, types, edits and proofreads a variety of documents including general correspondence, election-related materials, reports, agendas and minutes; invoices and enters data and information into various computer programs that support critical areas associated with the city clerk duties.
- Assists the City Clerk with all phases of the election process, to include maintaining database of election-related information, training of judges, processing absentee ballots, purchasing supplies, etc.
- Under the direction of the city clerk, provides primary assistance with the city’s Records Management Program to ensure the city’s retention schedule is in compliance with Minnesota statute which includes electronic document management.
- Serves as lead for various licensing functions managed by the city clerk, including alcohol, tobacco, and refuse haulers, in accordance with the City Code and Minnesota State Statute. Maintains database of licensing-related information. Responds to inquiries regarding City license requirements and application procedures.
- Certifies City documents in the City Clerk’s absence.
- Assists in the preparation and distribution of City Council agenda packets and ensures the City Council agenda follow-up is completed, including updates to the city’s website and scanning and retention of the documents per Minnesota statute.
- Coordinates and sets up meeting rooms (i.e., audio-visual, microphones, meals/beverages, and ensures Government Center and council chamber doors are programmed open during meeting hours) for city council meetings in the absence of the administrative assistant I.
- Gathers, interprets, and updates information on the city’s website.
- Provides back-up to the Executive Assistant to the City Administrator as needed.
- Provides back-up to the Customer Service Representatives as needed.
- Provides backup to the Passport/Administrative Support clerk as needed.
- Attends, records, and transcribes the minutes of the city council work session meetings in the absence of the city clerk.
- Maintains city’s boards and commission members database
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain positive working relationships with all City staff and the general public.
- Use word processing, spreadsheets, databases, and other departmental software.
- Type or word process at a speed necessary for successful job performance.
- Interpret and explain departmental policies and procedures.
- Demonstrate proficiency in computer software applications necessary for successful job performance.
- Work independently, maintain confidentiality, and prioritize work.
- Maintain effective audio-visual discrimination and perception for making observations, reading, and writing, and operating assigned equipment.
- Maintain mental capacity, which permits making sound decisions, using good judgment, and demonstrating intellectual capabilities.
- Departmental procedures, policies, and rules.
- English usage, spelling, grammar and punctuation.
- Office procedures, methods, and computer equipment.
- Principles of business letter writing and report preparation.
- Procedures and policies for compilation of agenda packets.
- Understand the organization and operations of the City.
Qualifications
Need to have:
- High School Diploma or equivalent
- Three years of increasingly responsible related experience
Nice to have:
- Experience administering elections within Minnesota
- Specialized training in secretarial and administrative support
- Certification as a passport acceptance agent, or ability to obtain within the first two months of employment.
- Notary public, or ability to obtain within the first six months of employment.
- Certified municipal clerk designation, or ability to obtain within the first three years of employment.
- Related certifications and training
- Previous municipal/public sector experience
Supplemental Information
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens; working closely with others; frequent interruptions.
Physical Conditions:
Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment
Job Summary
Full Time
$39k-48k (estimate)
04/18/2024
05/05/2024
The job skills required for Deputy City Clerk include Customer Service, Administrative Support, Word Processing, Confidentiality, etc. Having related job skills and expertise will give you an advantage when applying to be a Deputy City Clerk. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Deputy City Clerk. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Deputy City Clerk positions, which can be used as a reference in future career path planning. As a Deputy City Clerk, it can be promoted into senior positions as a General Clerk III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Deputy City Clerk. You can explore the career advancement for a Deputy City Clerk below and select your interested title to get hiring information.
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