What are the responsibilities and job description for the Deputy City Clerk/Office Support Lead position at City of Plymouth, MN?
Description
At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council’s strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values.
The Deputy City Clerk/Office Support Lead position will coordinate and participate in the day-to-day activities of the clerk division by planning, assigning and directing work activities to ensure that support services are provided throughout the department. Provide executive level administrative support in carrying out the charter, city code, elections and statutory requirements of the city clerk’s office.
The clerk division is comprised of the City Clerk/Administrative Coordinator, the Deputy City Clerk/Office Support Lead and two Office Support Specialists.
Essential Functions
Serve as clerical lead worker and participate in day-to-day operations of the division to ensure appropriate procedures are followed.
- Establish work priorities and monitor assignments to ensure timely and accurate completion.
- Maintain coverage calendar for clerical support functions.
- Prepare city council minutes.
- Provide administrative support to city manager, deputy city manager and city clerk.
- Respond to data requests and ensure data is disseminated in accordance with state statute.
- Maintain department filing system in accordance with city policy.
Serve as back-up to the city clerk as needed or assigned.
- In the absence of the city clerk, may be assigned to certify resolutions and sign city documents, receive summons and complaints, administer oaths of office, attend city council meetings, and/or review agenda packet items and approve workflows.
Provide high level support for citywide elections activities.
- Lead election judge and absentee ballot board recruitment, hiring, training and scheduling.
- Create and update election day guides and forms.
- Assist city clerk with all aspects of elections administration.
Provide support for boards and commissions including assisting with the applications process, materials preparation, roster maintenance and orientation of new members.
Perform general administrative support work.
- Provide and update training materials for uploading council information memorandums, issuing licenses, using software, meeting packet assembly, website updates, etc.
- Assist with posting public meeting notices and legal notices.
- Prepare correspondence, forms and reports as needed.
- Prepare staff reports and resolutions as needed.
- Review and proofread staff reports; research state statutes and city code as needed.
- Provide support and training to city staff for electronic records management and/or meeting packet software programs.
Other Duties
- Assist with codification of the city code and policies.
- Notarize documents.
- Assist with other functions of the division such as: licensing, meeting setup and logistics, ordering supplies, sorting mail, scanning records, website maintenance, and front desk coverage.
- Assist with various city events, perform special projects and other duties as apparent or assigned.
Qualifications
Minimum Qualifications
- High school diploma or equivalent.
- Five years of related complex administrative experience.
- Ability to initiate work and demonstrated skills in leading or providing guidance to others.
- Proficiency with attention to detail and organization skills.
- Ability to communicate effectively with people from diverse backgrounds and experiences.
- Demonstrated commitment to principles of equity and inclusion, and support of citywide strategic goals and priorities.
- Ability to maintain a flexible schedule, working evenings and weekends, as needed for public meeting or events as assigned. Extended hours are typically required during elections.
Desired Qualifications
- Municipal experience including elections administration, liquor licensing, council support, data practices and records management.
- Completion of the Municipal Clerks Institute.
- Experience with record management and/or agenda preparation software.
Supplemental Information
PHYSICAL REQUIREMENTS
Very frequent (often required to perform the job): sitting or standing, stationary desk or bench work with neck bent forward, handling objects (grasping, turning or otherwise using hands or hand), repetitive hand motion (typing, using computer). Must be able to be physically present and travel to various city buildings as needed to perform essential duties of position.