Deputy City Clerk

Position Type: Part-Time
Department: Financial Administration / City Hall
Reports To: City Clerk/Treasurer
Supervised By: City Clerk/Treasurer

Pay: $16 - $18 per hour; based on experience

POSITION SUMMARY

The Deputy City Clerk provides administrative, clerical, customer service, and financial support to the City Clerk/Treasurer's Office and assists with the daily operations of City Hall. This position serves as a backup to the City Clerk/Treasurer and will be cross-trained in the various duties and responsibilities normally performed by the City Clerk/Treasurer.

Because the City Clerk's Office is a small municipal office, the Deputy City Clerk may be required to perform a variety of duties outside of the normal day-to-day responsibilities of the position. The successful candidate must be willing and able to learn multiple aspects of municipal government operations and step in to assist the City Clerk/Treasurer when the Clerk is experiencing a heavy workload, is absent, or needs assistance meeting deadlines.

The position requires a high degree of confidentiality, accuracy, organization, professionalism, dependability, and attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. City Hall Reception and Customer Service

• Serve as a professional and courteous first point of contact for residents, businesses, visitors, vendors, and other members of the public.
• Answer and direct telephone calls.
• Respond to general questions regarding City services, utility accounts, payments, permits, ordinances, meetings, and other municipal matters.
• Receive complaints and concerns from residents and document or refer them to the appropriate City official.
• Maintain a professional and welcoming City Hall environment.
• Accept and process utility billing payments received at City Hall.
• Operate the City's telephone, computer, printer, scanner, copier, postage equipment, and other office equipment.

2. Utility Billing and Customer Accounts

• Prepare and process monthly utility billing.
• Enter and verify utility meter readings.
• Review billing information for accuracy.
• Process utility payments.
• Post payments to customer accounts.
• Process payments received in person, through the City drop box, by phone, online, or through other approved payment methods.
• Prepare delinquency notices.
• Prepare utility shut-off notices.
• Maintain accurate customer account records.
• Assist customers with questions regarding their utility bills.
• Process account changes, including new accounts, final bills, and address changes.
• Process utility deposits and refunds as directed.
• Maintain confidentiality of customer account information.
• Assist the City Clerk/Treasurer with utility billing corrections and adjustments.
• Research any billing discrepancies.
• Process monthly utility billing reports and reconciliations to provide to City Clerk.

3. Accounts Payable and Financial Administration

• · Warrant Invoices
• · Organize bills and supporting documentation for the City Clerk
• · Match Invoices with Purchase Orders, Receipts, or other supporting documentation.
• · Maintain accurate records of payments and receipts.
• · Assist with budget – related administrative tasks.

Note: The Deputy City Clerk shall perform financial duties only to the extent authorized and directed by the City Clerk/Treasurer and applicable City policies.

4. City Council and Meeting Support

• Assist with preparing City Council meeting materials.
• Assist with posting meeting notices and agendas as required.
• Attend City Council meetings when requested or in City Clerk’s absence.
• Assist with preparing minutes for review by the City Clerk/Treasurer.
• Maintain official meeting records.
• File approved minutes and supporting documents.

5. Records Management and Filing

• Maintain organized electronic and paper files.
• Assist with filing correspondences, invoices, receipts, claims, minutes, ordinances, resolutions, permits, utility records, and other municipal documents.
• Assist with maintaining official City records.
• Assist the City Clerk/Treasurer with records retention and destruction procedures.
• Assist with responding to public records requests as directed.
• Maintain confidentiality of sensitive or confidential information.
• Ensure documents are properly labeled and stored for future retrieval.

6. Correspondence and Administrative Support

• Prepare routine correspondence, letters, notices, forms, and other documents.
• Proofread documents for spelling, grammar, accuracy, and formatting.
• Prepare mailing labels and correspondence.
• Assist with bulk mailings and resident notifications.
• Assist with updating City forms and informational materials.
• Assist with preparation of newsletters, announcements, and other City communications.
• Respond to routine correspondence as authorized by the City Clerk/Treasurer.
• Maintain professional communication with residents, vendors, contractors, government agencies, and other organizations.

7. Permits, Licenses, and Municipal Forms

• · Provide applications and forms to residents.
• · Receive completed applications.
• · Review applications for completeness.
• · Assist with maintaining permit and license files.
• · Collect applicable fees.
• · Assist with building, zoning, nuisance, special event, animal, or other municipal administrative paperwork as applicable.
• · Refer questions requiring interpretation of ordinances or City policy to the City Clerk/Treasurer, Mayor, or appropriate City official.

10. Social Media, and Public Information

• · Post meeting agendas, notices, and other public information.
• · Assist with preparing community announcements.
• · Assist with updating forms and downloadable documents.
• · Assist with maintaining accurate contact information and City information.
• · Assist with social media or other City communication platforms, if applicable.

11. General Office Responsibilities

• · Maintain an orderly and professional City Hall office.
• · Order office supplies as authorized.
• · Monitor office supply inventory.
• · Assist with mail distribution.
• · Sort incoming and outgoing mail.
• · Make copies and scans.
• · Prepare documents for filing.
• · Maintain office equipment and report problems.
• · Assist with special projects.
• · Perform other clerical duties as assigned.

Pay: $16.00 - $18.00 per hour

Benefits:

• Retirement plan

Work Location: In person

Salary : $16 - $18