Deputy City Clerk

The City of Seward is recruiting for a Deputy City Clerk

The Deputy City Clerk works under the direction and supervision of the City Clerk. The City Clerk is subject to the direction and supervision of the City Council and thus does not report to the City Manager. The City Clerk’s Office is a City of Seward Department consisting of 3 people: the City Clerk, the Deputy City Clerk, and the Executive Assistant.

The Deputy City Clerk provides a full range of support to the City Clerk as described below in the essential job functions. The three main facets of the job include the standard 8-5 office work, the evening public meetings in Council Chambers, and international travel to Japan with a group of high school students.

The Deputy City Clerk has their own office in City Hall with a window facing Mt. Marathon. The working environment in the Clerk’s Office is generally a quiet and relaxed atmosphere. The public meetings take place in City Hall Council Chambers in front of a live audience and are streamed to You Tube. The annual student exchange with Obihiro, Japan takes place during the summer.

The Deputy City Clerk is responsible for planning the activities and arranging homestays for the 4 Japanese students visiting Seward and leading the group of 4 Seward students to Obihiro. The duration of the international travel is roughly one week.

Required to serve as Acting City Clerk in the absence of the City Clerk, performing all duties and assuming all responsibilities as required by Alaska Statue 29.20.39-Municipal Clerk, the Charter of the City of Seward, and the Seward City Code.

Manages the City’s records using computerized indexing systems for temporary and permanently archived documents; this includes following the retention schedule and destruction of records as required; provides training and assistance to departments on record keeping practices and procedures.

Manages the public record document request process in compliance with the Alaska Public Records Act, taking in requests, identifying, and distributing requests to the appropriate department(s), following up to receive responses in a timely manner, reviewing responses for confidentiality and potential redaction, delivering requested materials in a timely manner, and maintaining appropriate record of responses.

Assists City Clerk in assembling agenda packets for City Council meetings, often coordinating with department heads on agenda statements, resolutions, and ordinances, and proclamations as needed.

Acts as the clerk and parliamentarian for the Planning & Zoning Commission, the Port & Commerce Advisory Board (PACAB) and the Historic Preservation Commission, and for City Council in the absence of the City Clerk. This includes taking meeting minutes and having drafts ready for approval by the next meeting.

Must have regular, reliable, and predictable attendance t be able to work evenings as needed for public meetings of City Council and Commissions.

Assists the City Clerk at Council Meetings and Work Sessions by managing multi-media presentations, streaming the meetings to You Tube and controlling the camera angles, and other duties as needed.

Manages and acts as the City Sister Coordinator for the city’s international student exchange program; solicits student participation; coordinates with the liaison in Obihiro, Japan; obtains homestays for visiting students; arranges activities while keeping in budget; obtains necessary medical and legal forms for student participation; travels to Japan with the group of 4 students annually and documents and records the experience.

Assist the City Clerk as needed with elections for the City of Seward, Kenai Peninsula Borough, and the State of Alaska Division of Elections.

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