Deputy City Clerk

Overview

Under director, to assist in administering the day-to-day operation of the City Clerk's Office; to provide support to the City Clerk in the preparation of agendas, minutes, and follow-up; to maintain specialized filing and record systems; to perform a variety of difficult and specialized typing, transcription, clerical, word processing and administrative duties; preforms the duties of the City Clerk when assigned;

acts as Deputy Registrar of Voters and Notary Public; and performs related duties as required.

• Assists in preparing and posting agendas and agenda packets
• Attends City Council meetings to take and transcribe minutes; prepares and distributes City Council meeting minutes after meetings; records and replays City meetings for cable access channels
• Informs all outside agencies and City departments involved in an action of the City Council; gives out information interpreting and explaining City records, ordinances, laws, and procedures; composes and prepares correspondence and records
• Revises and/or maintains the official files and records of the City
• Receives claims and lawsuits served on the City; processes contracts, including monitoring of insurance policies; revises and maintains City code of Ordinances; researches files to provide information to City staff, officials, and the public
• Assists in preparation for and conduct of elections and acceptance of petitions
• Maintains an index file on all Council actions, ordinances, resolutions, contracts, agreements, encroachments, lien deeds and easements; formats resolutions for City Council signatures as necessary
• Supervises publications of legal notices and ordinances and administers contract with newspaper; attends bid openings
• Responds to inquiries in person, over the phone, and/or by email
• Maintains files and distributes various codes and forms for reports required under the Fair Political Practices Act
• Executes, records, certifies, and/or notarizes municipal documents
• Serves as City Clerk in absence of City Clerk
• Maintains the City Clerk's webpage with updated information and notices; responsible for cable television recordings and replay schedule

Knowledge, Skills, & Abilities:

Knowledge of:
Operational characteristics, services, and activities of the functions, programs, and operations of a City Clerk's Office
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases
Principals of business letter writing and report preparation
Customer service and public relations methods and techniques
Principals and procedures of record keeping and filing
Methods and techniques of proper phone etiquette
English usage, spelling, grammar, and punctuation.

Ability to:
Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced secretarial, and routine programmatic support functions of a general or specialized nature in support of the City Clerk's Office with only occasional instruction or assistance
Type or enter data at a speed necessary for successful job performance
Plan, lay out and supervise office procedures and filing and record systems
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications
Review work for accuracy and completeness
Learn and interpret rules, regulations, laws, and processes Make decisions in procedural matters Work effectively with the public and function in situations requiring tact, diplomacy, and discretion Understand and carry out oral and written directions Write effectively; perform shorthand or speed writing is highly desirable Communicate clearly and concisely, both orally and in writing Establish and maintain effective professional working relationships with those contacted in the course of work.

Education and Experience: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be:
High school diploma or equivalent education and experience. Associate's Degree in Public…