Deputy City Clerk

Description

This position provides highly skilled administrative support, preparing City Council documents, issuing and tracking business licensing, administering elections, and public records requests.

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Examples of Duties

The duties and responsibilities listed are intended only as examples of the types of work performed by employees in this position and are not intended to be all-inclusive. 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. The City reserves the right to revise or change job duties as organizational needs and job requirements change.

• Issue and track City business licensing.
• Assist the City Clerk in administering and managing primary, general, and special elections in compliance with all relevant laws and ordinances.
• Recruit, train, and provide work direction to election judges and election assistants.
• Maintain election equipment and manage election supplies.
• Coordinate with polling locations.
• Administer early voting.
• Assist with local candidate filing, voter registration, and financial reporting procedures.
• Oversee election records retention.
• Prepare City Council meeting materials, coordinate notifications, take follow-up actions, draft minutes, and manage records retention.
• Prepare required public notices for meetings and hearings.
• Maintain the City’s municipal code, ensuring timely updates and proper ordinance codification.
• Assist with the preparation of minutes for the Planning Commission and Hastings Economic Development and Redevelopment Authority (HEDRA).
• Make recommendations for the City’s fee schedule.
• Maintain the City Clerk and Elections web pages.
• Provide Notary Public services for City legal requirements, residents, staff, and the general public.
• Assist with public records requests.
• Manage records retention schedule.
• Service on committees as assigned.
• Other tasks and special projects as assigned.
• Regular attendance is required.
  

Typical Qualifications

Minimum Qualifications

• Associate’s degree or its equivalent.
• Two years of experience in municipal government.
• Professional experience with the Microsoft Office suite.
• Good verbal and written English communication skills.
• Notary commission or ability to obtain upon hire.
  
  

Preferred Qualifications

• Direct experience with elections, Dakota County a plus.
• Direct experience with public meeting management.
• Direct experience with website content management.
• Direct experience with Municipal business licensing.
• Experience using digital content management software (i.e., Laserfische, etc.)
  
  

Supplemental Information

Knowledge, Skills & Abilities

• Discretion when handling sensitive materials.
• Strong organizational skills.
• Ability to respond in a courteous and professional manner with both internal and external customers.
• Ability to work independently with minimal supervision.
• Ability to express oneself clearly and concisely, both orally and in writing.
• Ability to maintain a high level of confidentiality.
• Knowledge of the Minnesota Records Retention laws.
• Strong attention to detail.
  
  

Health Benefits

Medical Insurance — Medica

We offer three plans: $4,500 HSA on the Passport Network or $3,400 HSA on the Elect Network

Single, Employee plus spouse, Employee plus child(ren), and Family coverage options are available.

• For single coverage, the City pays 100% of the premium
• For dependent coverage, the City pays 65% of the premium
• For family coverage, the City pays 70% of the premium
  
  

The City of Hastings provides contributions to either an employee's HSA or VEBA.

Long-Term Disability - Lincoln Financial

• The City pays for long-term disability for employees.
  
  

Supplemental Group Plans - MetLife

• Group Accident, Hospital, and Critical Illness plans available.
• Employee pays for the plan premium.
  
  

Dental Insurance - MetLife

• Single, Employee Spouse, Employee Child(ren), and Family coverage options available.
• Employee pays for the plan premium.
  
  

Vision Insurance - VSP

• Single, Employee Spouse, Employee Child(ren), and Family coverage options available.
• Employee pays for the plan premium.
  
  

Life Insurance - The Standard

• The City pays for $50,000 in Basic Life insurance and AD&D.
• Supplemental Life Insurance is available for the employee, their spouse, and dependent(s).
  
  

Paid Time Off

Vacation

Sick Leave

Holidays and Floating Holidays

MN Paid Family and Medical Leave

Retirement Benefits

Public Employees Retirement Association (PERA):

Membership in PERA is automatic for non-elected public employees who meet minimum salary and position eligibility requirements set by Minnesota statute. Both the employee and the City contribute to the employee’s PERA benefit.

MissionSquare

457 Deferred Compensation

IRA

Minnesota State Retirement System

Minnesota Deferred Compensation Plan (MNDCP)

Employee Health and Wellness

Vital WorkLife: Our employee assistance program, this plan includes:

• Unlimited phone consultation
• Face-to-face counseling
• Nurse Peer Coaching
• Educator Peer Coaching
• Legal services
• Financial Services
• Identity theft prevention & support
• Member website
  
  

Committees: Employee Advisory Committee, Safety Committee, Wellness and Recognition Committee, Tech Champs.

Medica And SCSC Wellness Programs

Virtual Care

My Health Rewards - Personify Health

MOBE

Omada

Omada for Joint & Muscle

Ovia Health

PerkSpot

Live and Work Well

Medica CallLink

YMCA Corporate Wellness Program