What are the responsibilities and job description for the Deputy City Clerk position at City of Fairfax?
Description
This position performs professional administrative work serving as the statutory Deputy City Clerk and providing executive-level administrative continuity support across the City Clerk's office and the City Manager’s Office.
The primary function of this position is to act on behalf of the City Clerk in all statutory and operational matters during absence or as otherwise delegated; to maintain official City records; to manage City Council meeting processes; and to administer City boards and commissions.
A secondary function is to provide continuity-of-operations support to the Administrative Support Specialist in the City Manager’s Office during absences or periods of high operational demand.
The Deputy City Clerk operates within the framework and direction established by the City Clerk and assumes the full authority of that office only in the City Clerk’s absence or as specifically delegated by the City Clerk.
This position is not appointed by the Mayor or City Council and operates under the authority of the City Manager in accordance with City policies and procedures, with direct supervision provided by the City Clerk.
Examples Of Duties
Statutory Deputy City Clerk Duties:
Acts as City Clerk in case of absence or as otherwise delegated by the City Clerk.
Liaison and coordinator to City Manager, Mayor, City Council, Department Heads, other City staff and the public.
Swears in police officers, fire marshals, and animal control officers.
Monitors and updates website content related to the City Clerk, Mayor, City Council.
Management of City Council Meeting Processes:
Prepares for City Council meetings including scheduling, agenda setting, staff report consolidation and review, meeting closeout and department follow-up.
Attends City Council meetings (regular, work session and special sessions) at the direction of the City Clerk; records and prepares summary minutes.
Manages all Council meeting logistics including room setup, audio-visual equipment, and availability of materials for the public, City Manager and City Attorney.
Prepares and posts public meeting notices.
Prepares agendas and supporting documents, uploads through Granicus for simultaneous distribution to the Mayor, City Council and public.
Assist in organizing special Council events, receptions, retreats, ceremonies, and inter-jurisdictional meetings.
Schedules, manages and maintains City Council calendars.
City Code, official City and State mandated documents:
Assembles and maintains City Code supplements.
Researches information from official documents for city officials and the public.
Creates and finalizes all resolutions and ordinances.
Drafts correspondence for Mayor, and City Council, craft proclamations, certificates, and presentations.
Creates and sends correspondence for board/committee members and elected officials.
Sends and files all legal advertisements; finalizes legal advertisement billing.
Oversees the preparation of forms, documents, correspondence, and materials related to the City Clerk's office.
Scans, files and maintains official documents in accordance with the records retention schedule.
Serves as backup to the Records Management Officer in the City Clerk’s absence; assists with proper document destruction per Library of Virginia requirements under the City Clerk’s direction.
Maintenance of Boards and Commissions:
Maintains records on memberships of 40 city boards and commissions; updates the master list; keeps members advised of terms, manages vacancy advertising; coordinates interview schedules, and keeps council members advised of the status of board and commission memberships and applicants for the positions.
Provides full administrative service for board and commission appointments.
City Manager’s Office Cross Coverage:
Provides continuity-of-operations support to the City Manager’s Administrative Support Specialist during absences or periods of high operational demand. Responsibilities in this capacity include but are not limited to:
Assists with administrative activities in the City Manager’s office; interacts with the public, staff, City Manager and elected officials as needed.
Composes and prepares correspondence; coordinates meetings and events; assists with meeting materials; manages City Manager suite calendars as needed.
Answers telephones, refers calls, and assists City residents with questions on behalf of the City Manager’s office.
Drafts correspondence for the Mayor, City Manager, and City Council; assists with presentations as needed.
Greets visitors, reserves meeting rooms, orders office supplies and processes mail as needed.
Assists with reviewing, researching, redacting and fulfilling FOIA requests within legal prescribed timeframes; navigates the GOVQA FOIA portal as needed.
Assist the We.Care@fairfaxva.gov inbox as needed; routes message and provides follow-up.
Monitors and updates website content for City Manager, as needed.
Assists with organizing special and City Manager events, receptions, retreats and ceremonies as needed.
Assists with processing accounts payable/receivable for the City Manager’s office as needed. Reviews and processes invoices, reconciles expense reports and processes travel and mileage reimbursements.
Provides notary services for City departments.
Contact with Residents, Businesses, and Visitors:
Answers public inquiries in person or by telephone and coordinates with staff.
Performs related work as assigned.
The duties listed above are intended only as an illustration 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.
Qualifications
Requires a Bachelor's Degree in Business, Public Administration or a closely related field.
Requires two years’ experience in a legal or professional administrative role or closely related experience, preferably in a local government setting, including direct support to elected officials or senior executive leadership and the exercise of independent judgment on matters of organizational significance; or an equivalent combination of training and experience.
Necessary Knowledge, Skills, and Abilities:
Considerable knowledge of administrative office practices, procedures, software, and equipment.
Thorough knowledge of, or demonstrated ability to rapidly acquire learn, municipal legislative practices, local government organization and functions, and the legal and administrative functions of a City Clerk’s office and City Council.
Ability to accurately create, proofread, and finalize documents, reports, letters, proclamations, and presentations from rough draft, handwritten copy.
Ability to make decisions in accordance with department procedures and regulations and to apply these independently to work problems.
Ability to communicate effectively with tact and respect, orally and in writing with elected officials, senior leadership and the public.
Ability to establish and maintain effective working relationships and exercise discretion concerning official and confidential information.
Ability to compose and prepare correspondence and express oneself clearly and concisely in writing on complex subjects.
Proficiency with Microsoft Office suite and Granicus; ability to learn new and emerging technology used in the City Clerk’s and City Manager’s offices.
Special Certifications and Licenses:
Requires designation as a Notary Public.
Must possess a valid state-issued driver’s license, or ability to obtain one within 30 days of hire.
Requires a Certified Municipal Clerk Designation within five years of position placement.