Deputy City Clerk​/Executive Assistant

This is a confidential position responsible for providing comprehensive organizational and administrative support to the City Clerk and the City Manager. Responsibilities may include conducting research, preparing reports, taking meeting minutes, managing executed legislation and contracts, as well as handling public record requests and supporting city-wide records management. This position will serve as the immediate back-up to the City Clerk and perform any duties when the Clerk is absent, including preparing Council meeting materials and attending Council meetings as needed.

As a dual position, the Deputy City Clerk/Executive Assistant will also work closely with the City Manager, performing functions such as managing schedules and meetings, answering phones, responding to emails, and prioritizing items for attention. Additionally, the Deputy City Clerk/ Executive Assistant may also assist the Human Resources Director in the scheduling, design, production, and distribution of printed materials for compliance training, new employee orientation, and various other meetings and events.

The Deputy City Clerk/Executive Assistant/ is responsible for building and maintaining good working relationships with city council, city staff and members of the public.

• 1. Complete a broad variety of administrative tasks including managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings.
• 2. Manage confidential documents and perform recordkeeping in accordance with local, state, and federal laws.
• 3. Respond to and support public record requests in compliance with all applicable laws.
• 4. Adhere to records management and records retention policies and communicate these policies to staff.
• 5. Assist in the development and implementation of policies, processes and procedures while looking for opportunities for process improvement.
• 6. Provide a bridge for smooth communication between the City Manager’s office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior management staff.
• 7. Plan, coordinate and ensure the City Manager’s schedule is followed and respected, creating win-win situations for direct access to the City Manager’s time and office.
• 8. Research, prioritize, and follow up on incoming issues and concerns addressed to the City Manager, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• 9. Work closely and effectively with the City Manager and City Clerk/Public Records Officer to keep well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the City Manager and City Clerk/Public Records Officer updated.
• 10. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• 11. Provide back-up and may be required to assist in the preparation and distribution of council agendas, minutes, and correspondence; maintain a comprehensive indexing and filing system for Council action and directives; codify and publish ordinances and properly file resolutions.
• 12. Provide backup Council meeting support if needed, which may mean working evening hours.
• 13. Assist with maintenance of official files and records of Council proceedings and actions; prepare, process, distribute, and post public notices, bulletins, and contracts where appropriate.
• 14. Assist with tasks and projects in support of the Human Resources Department.
• 15. Provide back-up oversight and coordination for City Boards and Commissions to include facilitating recruitment of new members, and create and maintain resource documents.
• 16. Manage ordering supplies and office equipment.
• 17. Assist with special projects as assigned.

This is not designed to be a comprehensive listing of all activities, duties and responsibilities required of the job. Other duties may be assigned and/or performed. Assigned duties will fall into the general category and level of responsibility described above.

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable…