Deputy City Clerk

Overview

About the Position

The City Clerk Deputy oversees a wide variety of technical and specialized administrative duties involving the actions of the City Council and coordination and conduct of City elections which support the overall departmental functions of the City Clerk's Office. Develops, organizes and maintains an ongoing records management program throughout the City to ensure the City's records are inventoried, maintained, and destroyed or archived.

Ensures compliance with State Public Records Statutes. In addition to overseeing the City’s Records Management Program and City Elections, the City Clerk’s Office provides support to the City Council and accepts legal filings and other documents on behalf of the City. The City Clerk Deputy supervises two employees and reports to the City Clerk. The ideal candidate will have a strong background in either elections and / or records management and supervisory experience;

exhibit exceptional organizational, communication, and customer service skills; and be able to assist with evening City Council Meetings that take place several times a month.

Education and Experience

• Bachelor s Degree in Business Administration, Public Administration or related field from an accredited educational institution.
• Five years of experience in a responsible administrative capacity with a City Clerk s Office, records management, municipal elections, campaign finance, experience working within the framework of applying statutes / policies or closely related area.
• Must have at least six months of Lead or Supervisory experience.
• Any equivalent combination of education and / or job-related experience that meets the minimum qualifications may be substituted.

Licensing, Certifications, and Other Requirements

• Certification by the Arizona notary commission is required within three months of accepting the position and must remain current.
• Must possess or obtain certification as a Certified Municipal Clerk and an Arizona Election Official within five years.
• Every person employed by the City of Scottsdale shall reside in the State of Arizona during his or her active employment by the City, regardless of whether the employee is approved to remote work.
• Other pertinent licenses and / or certifications may be required of some positions depending on department / section assignment.

Essential Functions

Performs duties and responsibilities commensurate with assigned functional area which may include, but are not limited to, any combination of the following :

• Supervises employees and coordinates personnel-related activities to include, but not limited to : training, approving work schedules, recommending / approving personnel actions, coaching and counseling, establishing performance goals, and writing performance evaluations.
• Oversees, under the direction of the City Clerk, the Citywide records management program in coordination with the State Department of Library, Archives and Public Records to ensure compliance with State statutes.
• Recommends, drafts, updates and enforces the policies set forth in the City records management manual.
• Develops innovative approaches for records management, including records retention schedules and training programs for the City Clerk s Office and City staff.
• Oversees retention of the official records of the City in the custody of the City Clerk s Office to ensure documents are carefully maintained according to the approved retention schedule, state statute and City s records management manual.
• Directs and coordinates staff responses for general questions regarding City Council meetings and agendas, election procedures, citizen inquiries, candidate committee requests and inquiries from other government entities.
• Conducts research by gathering data from various sources and preparing various reports and compilations; resolves past discrepancies in records and reports and provides follow up as necessary.