Deputy City Clerk

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: City Clerk

Pay Grade: 215

FLSA Status: Non-Exempt

JOB SUMMARY

This is a specialized clerical position which assists the City Clerk in highly detailed administrative work required by statute and City Council direction. This position requires the use of independent judgment, initiative, and absolute discretion.

ESSENTIAL JOB FUNCTIONS

• Attends most City Council regular and special meetings and prepares minutes of Council and other meetings as required.
• Prepares, distributes, and posts official notices, resolutions and ordinances acted upon by City Council.
• Indexes all City Council minutes and other city documents into the records management system.
• Assists the City Clerk in preparing and conducting municipal elections including voter registration, early balloting and documentation required in City elections.
• Provides early voting assistance for elections held by the County.
• Assists in the preparation and oversight of the departmental budgets supervised by the City Clerk’s Office.
• Functions as the primary receptionist for the City Clerk’s Office and the Mayor and Council.
• Answers phones, prepares correspondence according to the standard policy, interviews and screens callers and visitors.
• Completes and distributes public information requests for city documents, and explains policies and procedures as required for public information purposes.
• In the absence of the City Clerk, functions as the Clerk of the Council.
• May be asked to perform the duties of the City Clerk in the event of a City Clerk vacancy.
• Prepares and distributes agenda materials for City Council meetings and other boards and commissions as directed.
• Enters data and manages computer records management and imaging systems.
• Receives, tracks and transmits municipal agreements and contracts and ensures their execution by all appropriate parties.
• Operates the audio recording during meetings.
• Receives, processes, posts, and follows up on liquor license applications.
• Assists citizens and departments with Arizona Revised Statutes.
• Works with contracted codification company to recodify city code and distributes to the appropriate City departments.
• Post on website and publish Request for Bids/Proposals/Qualifications.
• Assists with developing, modifying, and configuring website pates and intranet pages to assure information is current.
• Assists in receiving and opening bids and proposal submissions.
• Processes business registration applications and renewals as required.
• Provides clerical assistance at land sale auctions.
• Receives and processes various citizen petitions and appeals related to City Council actions and hearings.
• Places all city council, board, and commission agendas and minutes on the city website.
• Communicates with City Council, departments, citizens, advisory boards and commissions.
• Develops and maintains positive public relations with staff, City Council, board liaison’s and general public.
• Provides excellent customer service and telephone communication skills.
• Highly detail oriented.
• Performs other related duties as assigned.

QUALIFICATIONS

Education and Experience:

• Associate’s Degree from an accredited college or university that includes coursework in Business, Communications, Political Science, or a related field and 2 years of related experience; or an equivalent combination of directly related education and experience. Bachelor’s Degree preferred.

Licenses or Certifications:

• Driver’s License;
• Notary Public Certification or ability to obtain within six (6) months of hire.
• Certified Municipal Clerk preferred;
• Certified Municipal Election Official preferred;
• Maintain all certifications/licenses required at job entry.

Special Requirements:

• Requires some travel to off-site locations.
• Must be able to maintain strict confidentiality.

Knowledge, Skills and Abilities:

• Applicable Federal, state and local laws, codes, ordinances, rules and regulations, including legal requirements of public notice posting;
• Municipal government structure, functions and organization
• Open meeting laws as they apply to the City;
• Election laws and procedures;
• Office practices and procedures; filing systems procedures and records management;
• Bookkeeping, municipal accounting and purchasing practices
• Standard office equipment including the computer and programs relevant to the performance of applicable duties and responsibilities;
• Website maintenance principles and practices;
• Customer service principles;
• Standard office equipment including the computer, multifunctioning copier and programs relevant to the performance of applicable duties and responsibilities.
• Prioritizing projects and tasks, multi-tasking, flexibility, and ability to work under pressure;
• Interpreting applicable Federal, state and local laws, codes, ordinances, rules and regulations to City Clerk’s office processes;
• Collecting, organizing and researching information;
• Using a wide variety of office equipment;
• Providing customer service;
• Using computers and related software applications;
• Exercising initiative, independent judgement and discretion;
• Attention to detail and organizational skills;
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, City Council, the general public, and other interested parties sufficient to exchange or convey information and to receive work direction;
• Handling sensitive and confidential information;
• Dictating meeting minutes

PHYSICAL DEMANDS

• While performing the duties of this job, the employee must exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The following physical abilities are required: fingering, hearing, mental acuity, reaching, repetitive motion, speaking, talking, and visual acuity.

WORK ENVIRONMENT

• The work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Page has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

E.O.E. Page does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or military service in employment or the provision of services.