Deputy City Clerk (Administrative Assistant)

Performs intermediate-level administrative work serving as Deputy Clerk to the City Clerk and as custodian of official City records. Responsibilities include preparing, maintaining, and preserving official records and files; managing City resolutions, ordinances, meeting minutes, and related documentation; and assisting the City Clerk with special projects. Performs related duties as assigned. Work is carried out under the supervision of the City Clerk.

• Prepares and distributes various documents and notifications, including meeting materials such as Council agenda packets, public hearing announcements, and public meeting notices for Council and all other boards, commissions, authorities, and committees of the City.
• Maintains documentation on the tenure and term, expiration, vacancy, and prospective candidates for positions on multiple boards, commissions, authorities, and committees.
• Ensures that audio recordings are made of all Council meetings and work sessions, transcribes them into minutes, indexes all related records, and maintains them as public records in the manner required by law.
• Ensures the preparation, preservation, distribution, and management of official records of all public meetings of Council.
• Composes and processes the Resolutions and Proclamations for Council.
• Attends bid openings and maintains bid packets as legal documents.
• Provides administrative support to Councilors such as scheduling appointments and meetings, making travel arrangements, processing incoming and outgoing mail, preparing correspondence, screening calls, and directing visitors.

Minimum Education and Experience:

• Associate’s degree in business or public administration, or related field; at least 5 years of increasing responsibility in office management, public administration, or providing support to an official body similar to Council; or an equivalent combination of education and experience.

Licenses and Certifications:

• Commissioned Notary Public

Knowledge, Skills, & Abilities:

• Knowledge of public body procedures and rules of conduct, and a basic familiarity with elections.
• Knowledge of laws and regulations governing the publishing, filing, indexing, and safe keeping of public records.
• Knowledge of legal terminology, secretarial techniques, office equipment, Microsoft Office, Microsoft Outlook and other common administrative tools, technology, programs and software.
• Good organizational skills and attention to detail.
• Strong time-management skills.
• Ability to work under pressure.
• Ability to effectively interact with the general public, with other jurisdictions, and with City officials.
• Ability to deal with multiple projects and issues at the same time.
• Ability to work outside normal business hours as required (Council regular and special meetings, etc.).

Work Environment

• Work is primarily performed in an indoor, climate-controlled, pleasant environment.

Essential Physical Activities:

• Stooping, crouching, walking, pulling, lifting, grasping, hearing, seeing up close, seeing far away, kneeling, reaching, pushing, talking, and finger movement.

DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job.