Job description

JOB
POSITION SUMMARY: The Deputy City Clerk will provide executive level administrative support to the Administration Department including support for City Elections, City Manager and City Council, Park Board, Sustainability, Equity and Human Resources. CLASS SUMMARY: The Administrative Assistant position is responsible for performing moderately involved clerical and administrative duties. Responsibilities may include: collecting, preparing, and reviewing information; processing applications, forms, licenses, permits and other documents; maintaining records and related systems or database; public communications including committee minutes, sharing data on departmental website or bulletins. May also perform any duties of the Administrative Clerk position. Scope of Impact: The duties and responsibilities of this job are performed with latitude for independent judgement in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of department operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations and discusses assignments, priorities and work.

EXAMPLE OF DUTIES
CLASSIFICATION ESSENTIAL DUTIES: This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.Processes, collects, prepares, issues, reviews, revises, notarizes, proofreads, updates, distributes and/or submits applications, forms, licenses, purchase orders, notices, agreements, contracts, permits, publications, memos, reports, evidence-related paperwork, and/or other documents and information Maintains, revises, enters or retrieves information into/from, and/or updates files, records, mailing lists, websites, and filing and online systems or databases; work may involve creating forms, spreadsheets, and databases; entering requests; and running reports Performs office support and customer service duties, to include providing standard and department-specific information to internal and external parties in person, or via email, telephone, or social media; recording service, task, or other requests; purchasing supplies, managing inventory, and checking office machines and equipment for functionality; sorting and distributing mail; and scheduling and monitoring assigned department operations Schedules, coordinates, and/or performs activities and operations related to facility use, storing evidence, and/or special events; work may involve providing relevant resources and information to internal or external parties; reserving rooms; setting up facilities; recording transactions into online systems; collecting, receipting, and/or forwarding payments; processing invoices; and reconciling bills and accounts Prepares, revises, edits, records, and/or forwards communication and other materials related to assigned department; work may involve transcribing and disseminating meeting minutes; sharing data on the assigned department’s website or bulletin; printing and posting schedules; and preparing, compiling, and/or distributing agenda or accounting packets Organizes and coordinates activities for assigned programs/projects/events; work may involve selecting event participants/stakeholders; inspecting facilities to ensure client preferences; coordinating with vendors and program users; managing rosters; sending reminders to program/project stakeholders; researching information, collecting funds and processing refunds; and advertising programs by preparing, revising, and/or updating print and electronic materials Coordinates with internal and external parties to provide administrative support and facilitate assigned departmental/personnel operations; work may involve maintaining and establishing relationships with community partners; sending notifications/reminders; and providing project/program status updates May perform other duties related to assigned area of operations, including conducting inspections, monitoring parking lots of assigned areas, and issuing citations Prepares, designs, edits, updates, and/or maintains billing and other reports, records, flyers, publications, and electronic and other communications and documentation, to facilitate department operations, including promoting programs and events, and reporting and recording department operations Monitors, trains, and assigns work to part-time staff and volunteers. Performs facility security and maintenance duties, including opening and closing facilities/buildings, and cleaning assigned area(s) of facilities May serve as a notary public. Performs other duties of a similar nature or level. FUNCTIONAL SPECIFIC RESPONSIBILITIES MIGHT INCLUDE: Positions in the Administration department may be responsible forProviding administrative support to the City Manager, Mayor, City Council, Assistant City Manager, City Clerk, and Administration Department Staff, and/or other personnel/departments, as needed.Serve as the Deputy City ClerkPerforming work related to elections, including assisting the City Clerk with recruiting, hiring, scheduling, and training election judges; creating schedules; performing data entry; testing and resolving basic equipment- related issues; and assisting residents, voters, and other staff.Assist with Licensing and Data practices.Preparing, proofreading, and/or distributing hearing notices and appeal correspondence.Serve as back-up for City Council minutes and agenda management.Under the direction of the Finance Department processes special assessments and additional back-up support as needed.Serve as the administrative support for the Park Board under the direction of the Park Board Liaison, including monthly minutes and agenda preparation.Provide administrative support on the City’s Sustainability and Equity programs.Provide administrative support to the City’s Human Resource functions.Performing other support tasks, including preparing and/or proofreading Council reports, grant applications, publications; notarizing documents; and answering questions related to licenses and permits.Serve as a member of our front desk team and provide back-up support to the front desk.

MINIMUM QUALIFICATIONS
QUALIFICATIONS: MINIMUM EDUCATION AND EXPERIENCE: High school diploma or G.E.D.; 2 years administrative support experience; or an equivalent combination of education and experience LICENSING REQUIREMENTS: None

SUPPLEMENTAL INFORMATION
Knowledge ofResearch and reporting methods;Procedures, policies, and practices in assigned area of responsibility;Customer service principles;Applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes;Mathematical principles;Knowledge of procedures, policies, and practices in assigned area of responsibility;Routine bookkeeping principles and practices;Modern office procedures, methods, and equipment;Basic filing and recordkeeping principles;English language, grammar, and punctuation.SkillsUsing a computer and related software applications;Designing and preparing reports and forms;Providing customer service;Proofreading and editing documents;Utilizing modern office equipment;Performing mathematical calculations;Typing correspondence, memos, vouchers, and/or other related information;Assembling and organizing data and information;Performing mathematical calculations;Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey informationPhysical Requirements: Positions in this class typically require: climbing, balancing, stooping, reaching, standing, walking, fingering, grasping, talking, hearing, and seeing. Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.Working Conditions: Office Environment; may vary by position Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

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