Deputy City Clerk

Job Posting Information

SUMMARY/PURPOSE
The Deputy City Clerk is a professional, management-level position that works directly with the City Clerk to perform and oversee the Charter and statutory duties of the City Clerk's Office, as well as direct public service functions. This position assumes full responsibility and signature authority in the absence of the City Clerk. Work is complex and varied and includes responsibility for overseeing the day-to-day operations of the City Clerk's Office, including the direct supervision of the office team. This classification is responsible for managing operations in the City Clerk's Office and providing support to assigned boards and commissions including the City Council, managing assigned elections, advising citywide on data retention and records management, managing the licensing system of the City, and providing support citywide for mail and copying services.

SUPERVISION RECEIVED
The supervisor sets the overall objectives and resources available. The incumbent and supervisor, in consultation, develop the deadlines, projects, and work to be done.

SUPERVISION GIVEN
Does have supervisory responsibility, typically for employees with little discretion. Makes decisions and/or recommendations about hire, termination, pay, and performance.

Essential Duties & Responsibilities (other duties may be assigned)

1. Assume full responsibility and signature authority in the absence of the City Clerk, including administering oaths of office.
2. Work in conjunction with the City Clerk to perform and oversee all charter, statutory, and constitutional duties of the City Clerk.
3. Assist the City Clerk in the oversight of City Council administrative support, including but not limited to, equipping the City Council with the resources, systems, and support necessary to properly and effectively discharge their official duties.
4. Act as a liaison on issues relating to the Clerk's Office throughout the organization at all levels and externally to concerned customers, citizens, and external agencies.
5. In conjunction with the City Clerk, serve as liaison and staff support for the City Council, including recording, filing, indexing, preserving, and publishing resolutions and proceedings in accordance with applicable law and policy.
6. In conjunction with the City Clerk, manage all election processing, including preparing ballot, recruiting and training election judges, managing voter registration, and creating and enforcing voting procedures, ensuring compliance with state and federal laws related to municipal elections.
7. Assist in the development and administration of the budget for the City Clerk's office.
8. Assist in the development and implementation of records management policies/procedures to ensure the maintenance and custody of official records and archives of the City, including ordinances, resolutions, contracts, agreements, deeds, insurance documents, and minutes.
9. In conjunction with the City Clerk, serve as Secretary to the City Council; Alcohol, Gambling, & Tobacco Commission; and any other boards or commissions assigned.
10. Manage and oversee the City Mail Room and Copy Center.
11. Manage and oversee the Clerk's permitting and licensing processes and associated systems as assigned.
12. Manage employee performance, and provide training, coaching, and mentoring for employees.
13. Provide clear, sufficient, and timely direction and information to the employees about plans, expectations, tasks, and activities.
14. Demonstrate highly-effective leadership by promoting and supporting the mission and vision of the organization, recognizing and defining issues, and taking initiative towards improvements.
15. Recommend the hire, transfer, assignment, promotion, employee grievance resolution, discipline, suspension, or discharge of assigned personnel.
16. Provide for ongoing training of employees in emerging methods, trends, technologies, and proper and safe work methods and procedures.
17. Coordinate with various City departments, other government agencies, and community groups to develop methods of sharing resources, minimizing duplication, and simplifying procedures.
18. Establish and maintain positive working relationships with employees by maintaining two-way communication, producing consistent results, advocating for the team when appropriate, and offering expertise to improve processes, systems, and the organization.
19. Other duties may be assigned.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and abilities required.

Education & Experience Requirements
A. Bachelor's degree in Public Administration, Business Administration, Management, or related professional field, and four (4) years of related professional experience serving in a similar public capacity or serving a board of directors; OR a minimum of seven (7) years of related education and/or full-time, verifiable professional experience serving in a similar public capacity, or serving a board of directors.
B. One year of experience must be in a supervisory/lead position of similar complexity and level of responsibility.

License Requirements
A. Possess and maintain a valid Minnesota Class D driver's license or privilege.

Knowledge Requirements
A. Knowledge of the principles and practices of public administration, structure and functions of municipal government, and legislative political processes.
B. Knowledge of all ordinances and statutes regarding public meetings, elections, and records retention.
C. Knowledge of problem-solving and conflict-resolution techniques.
D. Knowledge of applicable safety requirements.
E. Knowledge of, or the ability to learn, City policies and procedures.
F. Knowledge of federal, state, and local laws, statutes, regulations, codes, and standards related to the area of responsibility.
G. Knowledge of effective leadership and personnel practices.
H. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources practices, leadership technique, and coordination of people and resources.
I. Knowledge of budgetary and management principles, practices, and procedures.
J. Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Skill Requirements
A. Skill in accurate communication throughout the organization and externally using various media.
B. Skill in maintaining and enhancing professional relationships and providing effective customer service.
C. Skill in making accurate computations.
D. Skill in the operation of office equipment including, but not limited to, general computer systems, job required software applications, the internet, and modern office equipment.
E. Skill in managing one's own time and the time of others.
F. Skill in completing assignments accurately and with attention to detail.
G. Skill in mediation and dispute resolution.
H. Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
I. Skill in motivating, developing, and leading people.

Ability Requirements
A. Ability to understand and apply the full range of modern principles and best practices specific to City government codification, archival recordkeeping, Minnesota Data Practices Statutes, City policies, and Open Meeting laws.
B. Ability to provide effective leadership of the division, galvanizing employees around a shared vision and mission.
C. Ability to facilitate group problem-solving, manage conflict, and negotiate positive outcomes.
D. Ability to develop policies, procedures, and operating standards governing the activities of division employees and demonstrate an ability to ensure that employees follow such policies, procedures, and standards.
E. Ability to plan, organize, and maintain records.
F. Ability to demonstrate a respect for and commitment to identify and meet diverse customer needs and to continuously improve customer service.
G. Ability to create and maintain a positive working environment that welcomes diversity, ensures cooperation, and promotes respect by sharing expertise with team members, fostering safe work practices, and developing trusting work relationships.
H. Ability to communicate and interact effectively with members of the public.
I. Ability to communicate effectively both orally and in writing.
J. Ability to recognize, analyze, and problem-solve a variety of situations.
K. Ability to consistently and independently prioritize one's own work and the work of others, including scheduling, assigning staff, and securing resources.
L. Ability to handle difficult and stressful situations with professional composure.
M. Ability to establish goals and objectives.
N. Ability to set expectations and provide training in safe and proper work methods, development, and coaching for employees.
O. Ability to interpret and apply laws, contracts, regulations, policies, and procedures.
P. Ability to manage a budget and work within the constraints of that budget.
Q. Ability to enforce safety rules and regulations.
R. Ability to maintain confidential information.
S. Ability to demonstrate dependability, responsibility, and consistency in job performance.
T. Ability to exercise sound judgment in making critical decisions.
U. Ability to analyze, organize, and prioritize work while meeting multiple deadlines.
V. Exhibits leadership qualities of dependability and accountability.
W. Ability to attend work as scheduled and/or required.

Physical Demands
The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.

Work Environment
The work environment involves everyday risks or discomforts requiring normal safety precautions typical of places such as offices, meeting and training rooms, libraries, and residences or commercial vehicles (e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc.). The work area is adequately lighted, heated, and ventilated.

If available for this job classification, detailed Physical Demands can be viewed here: https://duluthmn.gov/human-resources/employment/job-physical-demandswork-environment/

Selection Process Information

Education & Experience Review (100% of scoring process; 70 pass point):
Applicants meeting the minimum qualifications will be rated on the type (relatedness) and extent of their education and experience, as documented on their application and/or supplemental questionnaire. Applicants who pass the Education & Experience Review will have their names placed on an eligible list for this classification.

Non-Discrimination
The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at 218-730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through 218-730-5630.

Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to hrinformation@duluthmn.gov.

VETERAN'S PREFERENCE
Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections

OPEN SELECTIONS
If claiming veteran's preference, please attach to your application (via file upload) a copy of all documents required for the option that applies to you:

Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge.

Disabled Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
2.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months.

Spouse of Disabled Veteran
1.) Copy of Marriage Certificate;
2.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
3.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months. (Eligible only if the veteran is unable to qualify for the specific position being applied for as a result of the service-connected disability.)

Spouse of Deceased Veteran
1.) Copy of Marriage Certificate;
2.) Death Certificate or other proof of death;
3.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge. If Disabled Veteran, also include
4.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months. (Eligible only if applicant has not remarried and the veteran died during active duty or as a result of an injury received from active duty.)

Preference points will be added to Veteran, Spouse of Disabled or Deceased Veteran, or Disabled Veteran's score only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

PROMOTIONAL OR INTERNAL SELECTIONS
If claiming veteran's preference, please attach to your application (via file upload) a copy of the documents listed below:

Disabled Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
2.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 50% or greater, dated within 12 months.

Preference points will be awarded to Disabled Veteran's score one time, on first promotional or internal only selection process after securing City employment, and only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

Please refer to Minnesota Statute 197.455 for additional information about Veteran's Preference.

Eligible City of Duluth employees earn a competitive salary and benefits package, including:

• Vacation, Sick and Personal Leave
• Paid Holidays
• Medical Plan
• Dental Plan
• Life Insurance
• Flexible Spending Accounts
• Retirement Benefits
• Deferred Compensation
• Training and Advancement Opportunities
• Employee Wellness Program
• Employee Assistance Program