Job Details

JOB TITLE: Deputy City Clerk

DEPARTMENT/DIVISON: City Clerk

SALARY: $45,987/YR $22.06587/HR

CLOSING DATE: Until filled

Job Summary

Assists the City Clerk in routine office duties. Provides information to Council, Departments, and the general public. Maintains official records of the City. No supervisory or budgetary responsibilities.

Essential Duties and Responsibilities

• Answers telephone inquiries or refers caller to appropriate department. Greets public and assists them as necessary.
• Copies ordinances, resolutions and all correspondence filed in the City Clerk's office when requested. Prepares daily mailings to Council members.
• Researches information for the public and other City staff. Completes research promptly and with accuracy.
• Assists in preparing the Council agenda; makes copies and distributes.
• Verifies contracts have proper signatures and distributes.
• Prepares various documents for publication in the newspaper including Public Notices.
• Assembles legal documents with ordinances and related material for official filing with the Recorder of Deeds when such actions are required.
• Files supplements into the office copy of the Code of Ordinances and distributes copies to departments and others as requested.
• Maintains listings of all boards, commissions, task forces or other entities appointed by the City Council.
• Ensures that all ordinances and resolutions passed by the City Council are provided to appropriate departments and individuals.
• Proofreads, edits, and generally reviews all documents produced by City Clerk's office for accuracy and content.
• Calls Council members and reminds them of meetings and records and prepares minutes when needed.
• Drafts documents, letters, memoranda, etc. as requested for review and approval by the City Clerk.

Other Duties and Responsibilities

• Performs duties of City Clerk in her absence.
• Files documents in the City Clerk's office in compliance with established filing procedures designed for ease of recall and effective record keeping.
• Performs all other related duties as assigned.

Required (Essential) Knowledge, Skills and Abilities

Skills in filing and record keeping. Knowledge of general office procedures and computers as well as knowledge of computer software packages. Ability to follow oral and or written communication. Ability to work independently. Ability to establish appropriate procedures in order to meet required deadlines. Knowledge of current issues concerning the City. Knowledge of code of ordinances and administrative code or demonstrated ability to learn these regulatory requirements within the first six months of employment. Ability to handle information and documents of a confidential nature. Ability to communicate effectively and interface with the general public. Knowledge of preparation of correspondence and use of proper grammar. One to three years of prior experience in general office procedures and public service relations required.

Material and Equipment Directly Used

Operates a variety of office equipment including typewriter, copier, micro filmer, computer and related peripherals, tape recorder, transcriber, and other related office equipment.

Working Environment/Physical Requirements

Work is performed in an office setting with a controlled environment. Frequently lifts 10 to 20 pounds; infrequently lifts up to 30 pounds. Work involves bending, stopping, reaching and climbing ladders to access files.

Education

High school diploma or equivalent required. Associate's degree in public or business administration desirable.

All applicants must pass a drug screening and criminal background check prior to employment.

Any job offer made by the City is contingent upon the applicant passing the drug screening and background check.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.