Deputy City Clerk

This position is responsible for performing advanced and skilled administrative support and executive assistance for a variety of department functions. Work is performed, and duties are carried out in accordance with Alaska Statutes, the Wasilla Municipal Code, and policies and procedures. The Deputy City Clerk works under the direction of the City Clerk. Employment is contingent upon confirmation of the Deputy City Clerk by the City Council pursuant to WMC 2.20.020(B). The Deputy City Clerk is authorized to act on behalf of the City Clerk in the temporary absence of the City Clerk under the Wasilla Municipal Code.

The following duties are essential for this position.  However, they are not to be construed as exclusive or all–inclusive.  To be successful in this position, an individual must be able to perform each duty satisfactorily.  Other duties may also be required or assigned.

• Performs administrative support functions for the Office of the City Clerk; assists the City Clerk in carrying out duties as prescribed in the Wasilla Municipal Code and Alaska State Statutes. 
• Manages the routine day-to-day operations of the Office of the City Clerk and assists in supervising the Administrative Aide to the City Clerk.  
• Provides prompt and courteous customer service to the general public by disseminating information, answering inquiries or directing questions to appropriate personnel.
• Implements the Citywide records and information management program (RIM) in compliance with established policies and procedures in accordance with federal, state, and municipal law.
• Facilitates and maintains comprehensive filing and indexing systems of City records with high accuracy, meeting administrative and, legal requirements. 
• Communicates with employees regarding records and information management to ensure compliance with the RIM program; provides training.
• Assists in the development of retention schedules and file plans. 
• Ensures best practices with respect to the archival and preservation of City records. 
• Executes records destruction and disposal in compliance with the RIM program. 
• Creates, composes, edits, produces and/or distributes varied correspondence, reports, public notices, mailings, and other material; obtains, organizes, and plans suitable presentation of content.
• Drafts policies and procedures and recommend changes as they relate to department operations. 
• Interviews and assists in the selection of new employees. Provides training, instructions, and ongoing training needs. Assign tasks, reviews work and assists in the preparation of performance evaluations.
• Provides staff coaching/counseling.   Recommends employee transfers, promotions, disciplinary action, and discharge.
• Assists in the development and recommendations of the annual budget.
• Acts as liaison with other departments and outside agencies to coordinate activities; provides detailed information and assistance to staff, officials, organizations, and the public regarding department operations and policies. 
• Monitors and responds to requests for information from the public and City staff.  Refers people to agencies for help when the information requested is not available in the Clerk’s Office.
• Provides audio and visual technical support for meetings, iPads, and other similar devices. 
• Serves as the software specialist within the department; assigns and maintains security and access controls; provides training.
• Creates and updates content for department webpages and social media platforms.
• Regularly attends City Council meetings to assist the Clerk, Mayor, Council members, and public, with the primary role of recording the proceedings in audio and written form. 
• May attend committee or commission meetings as directed by the City Clerk. 
• Prepares public notices and ensures accurate publication in accordance with state and municipal law, policies, and procedures. 
• Ensures the accurate codification of ordinances online and in print. 
• Tracks terms of office for elected and appointed officials; performs duties related to the application and appointment process. 
• Processes applications for appeals to the Administrative Hearing Officer in compliance with municipal law.
• Assists appellant and appellee with procedural inquires. 
• Serves as secretary to the Hearing Officer; prepares and distributes the record of appeal; prepares and distributes orders issued by the Hearing Officer. 
• Responds to inquiries/requests and/or makes referral to appropriate staff members for follow-up. 
• Orders and maintains inventory of department supplies and equipment.
• Assists with the administration of elections under Wasilla Municipal Code Title 4. 
• Coordinates burials at the Wasilla Aurora Cemetery and updates related records.
• Provides notary services.
• Initiates completion of regularly recurring reports and standard form letters. Maintains accumulative, statistical records, making periodic audits as necessary; maintains follow-up system on reports and other forms requiring action on a periodic basis, assuring timely action and/or review. 
• Enters, scans, indexes, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and City policies.
• Maintains confidentiality of information. 
• Conducts research and completes or assists with the completion of special projects. 
• Other duties as assigned.

Knowledge of:

• Current records and information management concepts, processes, and procedures including the ability to establish and maintain an electronic database to manage records from creation to disposal.  
• Familiarity with invoice coding, expense tracking, and providing budget projections in accordance with established procedures.
• The City and Department’s operating requirements, policies, procedures, and practices; and local, state, and federal regulations related to department programs and operations.
• Standard office practices and procedures including business English, business document format, spelling, grammar, punctuation, vocabulary, filing and math.
• Computer software including word processing, spreadsheet, database applications, and specialized software consistent for this position.

Skill in:

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Researching and understanding complex written materials; maintaining accurate internal records.
• Operation of office equipment to effectively perform the duties and responsibilities of the position.
• Completing tasks, meeting deadlines, and improving overall department/office efficiency.

Ability to:

• Instruct, train, and mentor in methods and procedures related to the organization.
• Prepare and maintain accurate and concise records and reports.
• Apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Maintain professionalism at all times.
• Use appropriate language, style and methods depending on audience and the purpose of communication. 
• Communicate effectively both orally and in writing with business representatives, elected officials, department heads, the public, and other City employees with courtesy and tact.
• Read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position.
• Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of the Wasilla Municipal Code, the Alaska Public Records Act and other applicable laws and regulations.
• Develop and maintain effective working relationships with staff and the public.
• Work the allocated hours of the position and responds after hours if needed.

Minimum Education: High School diploma or equivalent.  Bachelor’s degree from an accredited college or university in Business or Public Administration preferred.

Minimum Experience: Five (5) years of progressively responsible administrative or program management experience, preferably in municipal government with experience as a lead worker. A combination of education and experience may be considered.

Minimum Certifications:  Certified Municipal Clerk (CMC) designation, preferred. If CMC is not held, must be able to obtain designation within five (5) years of hire.

Other Requirements: 

• Homeland Security orientation tests (Incident Command Systems) will be required as a term of employment; ICS-100 taken online with 15 days of date of hire; ICS-200, and ICS-700, ICS-800 as required by the department director/manager.  
• Become and maintain a Notary Public in the State of Alaska within 60 days of employment. 
• Must hold a valid Alaska driver’s license and maintain an acceptable driving record.
• Must be a registered voter of the Matanuska-Susitna Borough.  

Salary : $41 - $55