Deputy Chief Clerk

State of Delaware; Delaware; On-site; USD 90,000 - 130,000; Full time

Job summary

State of Delaware seeks a Deputy Chief Clerk to lead legislative operations and ensure continuity of House proceedings. This senior role provides strategic support to the Chief Clerk, oversees staff, and administers daily operations including records management and procedural compliance.

The Deputy Chief Clerk will coordinate high-level administrative tasks, calendar planning, and major events, while maintaining neutrality and confidentiality across General Assemblies.

Qualifications

• Bachelor's degree or equivalent legislative/administrative experience.
• Experience in a legislative or public sector environment preferred.
• Strong written and verbal communication, proofreading and editing skills.

Responsibilities

• Read and manage legislative documents, amendments, and official communications.
• Coordinate administrative and procedural support for the Chief Clerk and deputies.
• Supervise staff and oversee confidentiality of personnel records.
• Help plan and execute major legislative events and organizational transitions.
• Maintain and publish legislative journals and archival records.

Skills

Legislative procedures

Parliamentary rules

Organizational skills

Communication

Discretion and neutrality

Education

Bachelor's degree in Public Administration or related field

Tools

Microsoft Office Suite

Legislative information systems

Job description

Introduction

The Deputy Chief Clerk serves as a senior member of the administrative leadership team of the Delaware House of Representatives and provides direct support to the Chief Clerk in overseeing the daily administrative, procedural, and operational functions of the House. The position ensures the continuity of legislative operations by assisting with House proceedings, supervising key administrative functions, maintaining legislative records, coordinating operational logistics, and serving as a principal advisor on parliamentary procedure. The Deputy Chief Clerk plays a critical role in preparing the House for each legislative cycle while ensuring the efficient, accurate, and professional execution of House business throughout the year. The Deputy Chief Clerk works exclusively in support of the Office of the Chief Clerk and is responsible for assisting in the administration of the procedural, operational, and administrative functions of the Delaware House of Representatives. The position combines legislative expertise with operational management and serves as the primary deputy to the Chief Clerk, ensuring continuity of operations before, during, and after each legislative session. Beyond supporting daily legislative proceedings, the Deputy Chief Clerk develops institutional knowledge of House operations, legislative processes, organizational transitions, and procedural practices to ensure the Office of the Chief Clerk maintains consistent and effective operations across General Assemblies.

Summary Statement

The position operates in a fast-paced legislative environment where priorities shift frequently throughout legislative session, election cycles, organizational transitions, and interim operations. Responsibilities often require balancing multiple competing priorities while responding to evolving procedural and operational needs with little notice. Success in this role requires exceptional organizational skills, attention to detail, sound judgment, discretion, political neutrality, and the ability to anticipate operational needs while managing sensitive information with professionalism and confidentiality. The Deputy Chief Clerk collaborates extensively with House leadership, legislative members, caucus staff, Legislative Council, the Controller General's Office, the Director of Operations, Legislative Hall Facilities staff, Delaware Public Archives, executive agencies, and external stakeholders to ensure the efficient administration of House operations. The position serves as an operational liaison across multiple offices while helping coordinate legislative activities, administrative functions, personnel transitions, ceremonial events, and organizational planning. The Deputy Chief Clerk exercises significant independent judgment in administering legislative procedures, interpreting House Rules, coordinating operational logistics, resolving administrative issues, and maintaining legislative records. While working under the direction of the Chief Clerk, the position is expected to independently manage assignments, anticipate challenges, recommend operational improvements, and ensure continuity of House operations. The Deputy Chief Clerk reports directly to the Chief Clerk of the Delaware House of Representatives and serves as the principal administrative, procedural, and operational deputy for the Office of the Chief Clerk.

Essential Functions

1. Legislative Operations & Chamber Administration

• Serve as Reading Clerk during House session by reading legislation, amendments, resolutions, gubernatorial messages, and official communications before the House.
• Assist the Chief Clerk in administering the daily operations of the House Chamber and legislative proceedings.
• Serve as Deputy Parliamentarian by advising House leadership and members on House Rules, parliamentary procedure, legislative precedents, and chamber practices.
• Assist with the preparation, processing, and management of legislation, amendments, resolutions, and official House documents.
• Provide administrative and procedural support to the Chief Clerk, Bill Clerk, Journal Clerk, and Tributes and Memoriams Clerk.
• Ensure legislative business is conducted accurately, efficiently, and in accordance with House Rules and established procedures.

2. Legislative Records & Publications

• Collaborate with the Journal Clerk to prepare, proofread, and publish the official daily House Journal and permanent House Journal.
• Produce and maintain the House Journal Quick Index Guide.
• Ensure legislative records are accurate, complete, and maintained in accordance with House procedures and archival requirements.
• Serve as the primary House liaison with the Delaware Public Archives regarding legislative records, historical preservation, and archival compliance.

3. Legislative Cycle Planning & Organziational Support

• Assist in coordinating operational activities following adjournment of each legislative session, including bill transmittals to the Governor, ceremonial legislation, and completion of legislative records.
• Support planning and execution of organizational caucuses, leadership elections, committee assignment processes, and member transitions following General Elections.
• Assist with office transition planning for newly elected and departing members, including office assignments and operational logistics.
• Coordinate administrative preparations for Opening Day, State of the State, inaugural proceedings, and other major legislative events.
• Develop and maintain annual operational calendars, procedural timelines, checklists, scripts, and planning documents supporting the legislative calendar.
• Build and preserve institutional knowledge by documenting procedures, operational workflows, and legislative best practices to ensure continuity between General Assemblies.
• Assist in succession planning within the Office of the Chief Clerk by developing proficiency across all major operational functions and serving as the primary operational backup to the Chief Clerk.

4. Administrative Operations

• Supervise House Pages during legislative session, including recruitment, scheduling, daily assignments, training, and performance oversight.
• Coordinate office supply procurement, purchasing, inventory management, and vendor relationships for the House of Representatives.
• Coordinate with the Legislative Hall Facilities Coordinator regarding maintenance requests, office space planning, room scheduling, and facility operations.
• Coordinate guest seating, floor access, and chamber accommodations with House leadership and the Majority Leader's Office.
• Assist with planning and logistics for House ceremonies, special sessions, organizational meetings, and other official functions.

5. Human Resources & Personnel Administration

• Serve as backup to the Director of Operations in administering payroll, personnel records, employee onboarding, benefits administration, and other human resource functions.
• Assist with employment documentation, personnel administration, and employee transition processes.
• Maintain strict confidentiality regarding personnel records and employee matters.

6. Internal Collaboration & Operational Support

• Provide exceptional operational support to House members, legislative staff, executive agencies, and members of the public.
• Assist with special projects, procedural initiatives, and operational improvements assigned by the Chief Clerk.
• Collaborate with House leadership and administrative staff to improve efficiencies, strengthen institutional processes, and ensure effective House operations.
• Perform additional duties as assigned to support the efficient operation of the Delaware House of Representatives.

Knowledge, Skills & Abilities

• Thorough knowledge of legislative processes, parliamentary procedure, and House Rules.
• Strong understanding of Delaware legislative operations and chamber administration.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational, planning, and project management abilities.
• Ability to manage multiple priorities in a fast-paced environment with changing deadlines.
• Strong proofreading, editing, and attention-to-detail skills.
• Ability to exercise sound judgment, discretion, and political neutrality.
• Ability to maintain strict confidentiality.
• Proficiency with Microsoft Office Suite and legislative information systems.
• Ability to establish and maintain effective working relationships with legislators, staff, executive agencies, and the public.

Job Requirements

• Bachelor's degree in Public Administration, Political Science, Business Administration, Communications, or a related field; Equivalent legislative or administrative experience may be substituted.
• Three to five years of progressively responsible administrative, governmental, or legislative experience.
• Experience working in a legislative, governmental, or public sector environment is preferred.
• Knowledge of parliamentary procedure is highly desirable.

Additional Posting Information

• Work is performed primarily in a professional office environment within Legislative Hall.
• Extended hours, including evenings, weekends, and holidays, are required during legislative session and other periods of legislative activity.
• Position requires attendance during all scheduled House sessions and special sessions.
• Frequent interaction with elected officials, legislative staff, executive agencies, and members of the public.