Deputy Clerk of Council

The City of Dublin is seeking a highly organized and detail-oriented professional to serve as a Deputy Clerk of Council within Legislative Services. This is a opportunity to contribute to local government where transparency, accuracy, and public service are essential. In this role, you will help preserve the official legislative record of the City while supporting the operations that ensure meetings, public notices, public records requests and other civic processes are conducted efficiently and in full compliance with applicable laws and regulations.

Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:

• Opportunity to earn premium-free medical, dental, and vision benefits
• Employer-provided contributions to Health Savings or Health Reimbursement Account
• Healthy By Choice Wellness Program
• Employer-provided Short-term Disability (Non-Union Employees)
• Employer-provided Life Insurance
• Vacation, Sick, and Personal Leave
• Longevity Pay
• Tuition Reimbursement
• Employee Assistance Program 
• Dublin Community Recreation Center Membership

Primary Focus 

Prepares, records, retains and disseminates the official legislative records and legislative action of the City. Provides notices of all public meetings in accordance with the City Charter and Codified Ordinance requirements and the State open meetings law. Assists with managing the operations of Legislative Services and ensures compliance with all Charter and Statutory requirements. Serves as Acting Clerk of Council in Clerk of Council’s absence. 

Given the nature of this classification’s duties/responsibilities, it has been designated as Non- Exempt under the governing Fair Labor Standards Act regulations and therefore, is entitled to formal overtime compensation and/or formal compensatory time.

Supervisory Responsibilities

This position does include some evening and weekend hours.

Coordinates and manages the various invitations received for City Council, including: ensuring documentation on the Council Calendar and determining attendance expectations, and speaking requests. Coordinates with staff regarding Council’s attendance and participation in City events and other engagement opportunities.

Provides meeting administration including agenda support, packet production, action reports, minutes, web administration, and annual training for Advisory Committees and select Standing Council Committee meetings. 

Manages the day-to-day administration of the public records software system, JustFOIA., this includes collaborating with the appropriate department to collect records; assembling and organizing records for Law Director review/approval; redacting sensitive information as required; providing records to requester incompliance with the Public Records Act. 

Assists in the preparation of materials for City Council meetings, including agendas, public notices, legislation, minutes, and other meeting materials as needed.

Produces work that is accurate, free of errors and meets deadlines; disseminates information to Council, staff, and the public in digital and printed form.

Serves as Acting Clerk of Council in Clerk of Council’s absence, which includes; attending meetings of City Council and its Committees to facilitate, record, and prepare accurate records of the meetings; signing/attesting adopted legislation, minutes, plats, and annexation petitions.

Serve as backup coverage for other Deputy Clerk by performing essential duties and responsibilities during absences, peak workloads, or operational needs; maintain functional cross-training and working knowledge of each other’s assignments to ensure continuity of operations and efficient departmental support.

Uses independent judgement and discretion to interact, communicate, and collaborate with City leadership, other agencies/organizations and the public in guiding their efforts to interact/communicate with Council and in handling confidential matters and sensitive materials.   

Assists with evaluating and implementing technology solutions for efficiency as needed, including, but not limited to:  digital storage and retrieval of City Council permanent records; agenda material production; meeting management (to include public participation, meeting recording etc.) and post-meeting reporting.

Manages appropriate communication channels for provision of restricted information to Council Members, Law Director, Department Directors, and to the public as needed.

Ensures that all Council actions and adopted legislation are published in accordance with the City Revised Charter, disseminated in accordance with Legislative Services policy and provided to City’s codification service for incorporation into biannual updates of the City’s Codified Ordinances to be published in digital, web, and text formats. Ensures that Council’s meeting records are accurately archived for search and retrieval by staff and the public.

Assists in the preparation and management of City Council’s budget, makes preparations for Council ceremonial events and oversees arrangements for travel and training as needed.

Performs other related duties as assigned.Minimum Qualifications
 
Associate’s Degree in a relevant field (Bachelor’s Degree in relevant field preferred) and relevant local government experience, including municipal government experience, or any combination of education and such experience.
 
Membership in the International Institute of Municipal Clerks (IIMC) and the Ohio Municipal Clerks Association.
 
IIMC Certified Municipal Clerk (CMC) or in process of obtaining. Will need to complete certification within 1 to 2 years of appointment. 
 
Notary Public Preferred or willingness to obtain within 6 months to 1 year of appointment.

Knowledge of Parliamentary Procedure, Ohio Public Records Law and other legal requirements utilized in municipal government and their application.
 
Ability to serve as an administrator of the legislative software utilized by department.
 
Proficient or advanced skill in the use of Microsoft Office Suite, including One Drive.
 
Ability to learn and adapt to audio recording and transcribing software.
 
Knowledge of applicable City, County, and State laws, rules, and regulations involving municipal record keeping, campaign disclosure requirements, annexation petition process, and public records management preferred.
 
Advanced proofreading skills.

Excellent organizational skills.
 
Ability to speak and write clearly and succinctly on complex matters and make decisions in accordance with policies and procedures, laws, and regulations.
 
Ability to apply logic and understanding to what information may be needed by elected officials and to conduct research, compile and provide accurate materials relevant to the topic.

Ability to work some evening and weekend hours. 

Ability to maintain confidentiality. 
 
Physical Requirements
 
Ability to operate standard office equipment in the performance of essential functions (e.g., copier, fax, personal computer, telephone).
 
Ability to occasionally lift and move objects weighing 10-15 lbs.
 
Ability to move objects weighing above 15 lbs. with the help of equipment/devices, on an infrequent basis.
 
Ability to enter information into computer in a sustained manner.
 
Ability to attend meetings outside business hours, as needed. 
 
Special Requirements
 
Valid driver’s license.
 
Other Requirements
 
Actively participates in and supports the beliefs and behaviors as defined in the City’s Culture Playbook, including Driven by Excellence, Better Together, and Dedicated to Service. 
 
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification.
 
Compliance with training directives established by supervisory/managerial personnel.
 
Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
 
Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
 
Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.
 
Political Savvy: Can maneuver through complex political situations effectively and quietly; is sensitive to how people and organizations function; anticipates where the land mines are and plans  his/her  approach  accordingly;  views  corporate  politics  as  a  necessary  part  of organizational life and works to adjust to that reality; is a maze-bright person.
 
Comfort Around Higher Management: Can deal comfortably with senior managers and elected officials; can communicate and collaborate with senior managers and elected officials without undue tension and nervousness; understands how senior managers and elected officials think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.
 
Approachability: Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.

Technical Learning: Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge-like internet technology; does well in technical courses and seminars.
 
Listening: Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.
 
Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
 
Written  Communications:  Is  able  to  write  clearly  and  succinctly  in  a  variety  of communication settings and styles; can get messages across that have the desired effect.

THE CITY OF DUBLIN IS AN EQUAL OPPORTUNITY EMPLOYER

Salary : $71,000 - $92,000