Deputy City Clerk

Job Description

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Education and Experience: High school diploma or equivalent. Approximately one year of experience is necessary to gain knowledge of general office practices, procedures, and equipment.

Licenses and Certifications: State certification preferred or ability obtain within one (1) year of employment.

Knowledge: Oral and written communication ability equivalent to that normally acquired through a high school education is required. Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer. Word, Excel, Power Point, Municode Agenda Management and Access computer software programs. Recordkeeping, report preparation, filing methods and records management techniques. Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Skills: Providing varied, responsible, and often confidential secretarial and office administrative assistance to an executive and associated staff/board. Typing at rate of 60 net words per minute on computer and score at least 70% on spelling test. Using tact, discretion, initiative and independent judgment within established guidelines. Interpersonal skills necessary to be pleasant and helpful to citizens and courteous of fellow employees while performing duties.

DUTIES AND RESPONSIBILITIES: Essential Functions: Prepares the agenda and minutes for City Council meetings and study sessions; prepares meeting packets and ensures all materials are accurate and complete. Proofreads ordinances, proclamations, resolutions, and correspondence to be included in the Agenda Book; supervises and coordinates the printing of the Agenda Book. Prepares and distributes notifications to persons needing to attend City Council meetings; ensures all meeting notifications are posted in the proper places and in compliance with deadlines. Informs City Clerk and Council of Board and Commission appointment vacancies; prepares and distributes letters from the Mayor to new appointments and reappointments; prepares and distributes certificates of appreciation to board members; maintains an accurate and up-to-date list of Board members and distributes the same to all departments, City Council and the public. Helps prepare the monthly departmental report; lists actions taken by City Council each month such as contracts, resolutions, and ordinances; lists Council activities; lists information regarding special claims submitted to Council for the month as well as a complete list of special claims filed for the month. Transcribes dictation and types various correspondence, documents, reports, etc. Assumes additional responsibilities in the City Clerk's absence. Sets-up meeting rooms and ensures that all is in proper order so that meeting can be conducted on time; attends all City Council meetings and study sessions when necessary. Performs other related work as required.

Mental and Physical Abilities: Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to citizens requiring assistance. Ability to maintain confidential nature of work. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lb.) 5-10% of work time. Ability to maintain regular, predictable and punctual attendance.

WORKING CONDITIONS: Work is performed in a normal office environment.

Additional Information: Applicant must type 60 net words per minute and score at least 70% on spelling test. Selected applicant must pass drug test and background investigation.