Deputy City Clerk

Summary:

Under the direction of the City Clerk, serves as an assistant, performing a series of administrative and clerical duties. Serves as Acting Clerk in City Clerk's absence.

Essential Duties and Responsibilities:

The essential functions of the job are not limited to those listed in the job description.   The City retains the discretion to add to or change the duties of the position at any time.

• Prepares and assembles Planning Commission meeting agendas and packets, takes notes at meetings and summarizes into minutes, and distributes according to procedure. Acts as primary clerical support for all functions of the Planning Commission.
• Makes arrangements for various meetings and notifies conferees. Prepares meeting agendas and packets; attends meetings and acts as a recording secretary; prepares minutes from meetings and distributes according to procedure.
• Reviews for compliance applications for various permits and licenses issued by the City, and following established procedures, follows up on delinquent or non-compliant applications.
• Sets up and maintains spreadsheets, data bases and special files for correspondence and records for current projects; summarizes and interprets data and prepares reports. Answers correspondence from dictation, brief notes by supervisor or by preparing replies independently. Performs secretarial and related work in a confidential capacity.
• Gathers materials from a variety of sources for use; assists in editing and writing copy; revises drafted correspondence and reports to improve clarity and quality. Composes routine correspondence in response to requests for information as follow-up to actions taken by the City Council.
• Receive payment for taxes, licenses, permits, fees and bills; refers to fee schedules and computes monies due
• Receives and screens telephone calls and visitors; inquires about nature and urgency of inquiries; answers questions of status of projects; uses tact and discretion in the amount and type of information given; relays messages of a confidential nature.
• Maintains courtesy and professional image of the agency through example and by informing the supervisor of areas in need of improvement. Remains cognizant of factors which influence public relations and exercises initiative in daily activities.
• Provides secretarial support for the City Clerk, including preparing agendas, copying, receiving and screening calls and visitors; also composes, types, and files correspondence.
• Assists with administration of municipal elections.
• Attends municipal clerk training sessions while working for professional certification with International Institute of Municipal Clerks (IIMC). Once certification attained, participates in continuing education as appropriate.

Skills, Abilities, Qualification Requirements:

Advanced knowledge of the subject matter. Complete comprehension of the subject area to solve common and unusual problems, able to advise on technical matters, and serve as a resource on the subject for others.

• Aptitude for public safety with a high degree of public contact.
• Knowledge of State law and local ordinances.
• Ability to execute direction provided by superiors in both routine and stressful situations.
• Ability to analyze a situation accurately and adopt an effective course of action.
• Ability to communicate effectively both verbally and in writing.
• Ability to prioritize multiple tasks and to plan and organize personal work to effectively perform.
• Ability to remain stable, calm and make effective decisions under conditions of stress.
• Ability to establish and maintain positive working relationships with law enforcement personnel in other agencies; coordinate effectively with varied interest groups; and maintain effective working relationships with employees and the general public.
• Ability to operate computer programs; accurately enter data; and complete work using various software programs.
• Ability to perform the physical demands of the position.

Education and/or Experience and/or Certifications/Licenses and/or Background

• High School Diploma or Equivalent and at least four (4) years of clerical/secretarial experience. College or business college training may be substituted for the experience on a year for year basis.
• Excellent command of the English language, grammar, composition and punctuation.
• Must be proficient with computer skills including a command of Microsoft applications including Word, Excel, Access and Publisher. Must be able to design spreadsheets and databases.
• Experience with web site management desired;
• Ability to work independently and to complete daily activities according to work schedule; ability to establish effective working relationships;
• Must pass background check.