Deputy City Clerk

Job Summary

Under the direction of the City Clerk, the Deputy City Clerk assists with the administration and operation of the City Clerk's office and performs a variety of administrative, clerical, records-management, and municipal-support duties. The position assists with City Council meetings and related documentation; prepares and maintains official municipal records; assists with ordinances, resolutions, notices, correspondence, and other municipal documents; responds to routine requests for information and records;

and provides administrative support to the City Clerk. The position may also provide administrative support to the City Manager and Municipal Court as assigned. The position requires considerable attention to detail, discretion in handling confidential and sensitive information, sound judgment, strong organizational skills, strong writing skills, and the ability to communicate effectively.

Municipal Court Support:
The City Clerk also serves as the Municipal Court Clerk and, as such, the Deputy City Clerk will receive training and provide administrative and clerical support for municipal court operations as needed. Duties may include preparation and maintenance of court dockets and case files; scheduling and notification of court proceedings; processing and maintaining court records; assisting with court sessions; processing authorized payments and related documentation;

responding to routine inquiries regarding court procedures; and performing other administrative duties as assigned.

The Deputy City Clerk performs duties in accordance with applicable federal and state law, City ordinances, resolutions, policies, procedures, and established administrative practices under the direction and guidance of the City Clerk.

• Assists the City Clerk with the daily administration and operation of the City Clerk's office.
• Assists with preparation and organization of City Council meeting materials, including agendas, supporting documents, notices, and related correspondence.
• Attend City Council meetings, when assigned, as recording secretary.
• Maintains accurate official municipal records, including ordinances, resolutions, minutes, contracts, agreements, correspondence, notices, and other documents assigned to the City Clerk's office.
• Assists with the organization, retention, retrieval, and disposition of municipal records in accordance with applicable law and City policies.
• Assists in responding to public records requests and other requests for municipal information, referring matters requiring legal interpretation or policy direction to the City Clerk, City Manager, or appropriate official.
• Assists with the preparation, filing, posting, publication, and distribution of ordinances, resolutions, notices, meeting materials, and other official municipal documents as directed.
• Assists with municipal election-related administrative duties and filings as assigned and as permitted by applicable law.
• Prepares correspondence, memoranda, reports, forms, certificates, notices, and other documents for the City Clerk's office.
• Maintains organized electronic and physical filing systems and ensure municipal records can be efficiently located and retrieved.
• Assists with maintaining calendars, meeting schedules, deadlines, appointments, and other administrative activities associated with the City Clerk's office.
• Assists in the preparation of complex and detailed travel plans and itineraries; compiles documents for travel-related meetings for administrative staff and/or City Council.
• Receives and responds to telephone calls, visitors, correspondence, and electronic communications; provides routine information and direct inquiries to the appropriate City department or official.
• Assists the…