HomeMy WebLinkAboutDeputy City Clerk
DEPARTMENT: CUSTOMER SUPPORT SERVICES
TITLE: DEPUTY CITY CLERK GRADE 15
DATE PREPARED/REVISED: AUGUST, 2014
GENERAL STATEMENT OF DUTIES
Provide secretarial, clerical, research and administrative support to the City Clerk’s office and assist with projects and activities as needed.
SUPERVISION:
Works under the direct supervision of the City Clerk.
ESSENTIAL DUTIES:
Receive and act upon requests from the Mayor, and City Clerk.
Secretarial, clerical and administrative support for the City Clerk’s Office.
Perform the duties of the City Clerk in the absence of the City Clerk.
Deal tactfully with citizen’s complaints; compose letters and other documents for appropriate staff signature; manage records and election practices to comply with government codes.
Provide a wide variety of administrative support duties and responsibilities.
Take City Council meeting minutes by using tape recording or electronic media.
Prepare City Council meeting agendas to disseminate to the public.
Maintain City records and provide City records information to the public via email, internet, or hard copy.
Provide information to citizens, appropriate department heads, staff members and/or the Mayor.
Track all complaints entered in the City’s electronic media.
Maintain the accuracy of the Municipal Code in the codification of new City ordinances into the City Code as they are approved.
Submit ordinances to the local newspaper to meet public notification requirements.
Schedule appointments, typing, filing, and photo-copying and updating information pamphlets.
Assist in conducting City elections administered by Madison County, review and maintain campaign financial reports for a permanent record, etc.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Public relations practices and techniques.
Rules of order at City Council meetings.
City and state codes for a resource to elected officials.
Standard office machines and equipment, such as personal computer/computer terminal, printers, typewriters, telephones, transcribers, calculators, copiers, fax machine, postage machine,
scanner, and other office equipment.
Departmental programs, policies and operations as applied to the work performed.
The organizational structure of City government.
Maintain a professional demeanor during stressful situations.
Learn, understand, and interpret laws, rules, regulations, and policies.
Communicate clearly and concisely, orally and in writing.
Prepare accurate and grammatically correct written reports.
Understand and carry out oral and written directions.
Establish effective working relationships with the public, staff, and City Officials.
Respond to citizen requests in a courteous and effective manner.
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
Demonstrate integrity, ingenuity, and creativity in job performance.
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES
Associates Degree in Business or equivalent experience.
Type Minimum 45 wpm.
Experience in: spreadsheet software (Excel), word processing (Word), internet applications (Web).
Dictation and transcribing or equivalent experience.
Effective oral and writing skills, using proper English grammar.
APPROVAL SIGNATURES:
____________________________________________ ________________________
DIRECTOR OF PERSONELL DATE
____________________________________________ ________________________
MAYOR DATE