Deputy City Clerk

City of Forest Lake; Forest Lake (MN); On-site; USD 52,000 - 82,000; Full time

Job summary

City of Forest Lake is seeking a Deputy City Clerk to provide advanced clerical and administrative support across City operations. You will coordinate elections, process business licenses, maintain City Code and records, and update the City website. Advancement to City Clerk is possible with exemplary performance.

Minimum qualifications include a high school diploma with 2–4 years of related education or experience. Prefer associate’s degree and experience in municipal government.

Qualifications

• High school diploma or equivalent, plus two to four years of post-secondary education or training in a related field; or equivalent relevant experience.
• Two to four years of progressively responsible administrative experience in a City Clerk’s office, municipal government, or related setting.
• Experience with records management, meeting preparation, and election administration preferred.
• Proficiency with Microsoft Office Suite and document management systems.
• Excellent written and verbal communication skills.
• Knowledge of Minnesota data practices act and election laws is a plus.

Responsibilities

• Coordinate City elections, including recruitment of election judges and publication of notices.
• Prepare City Council agendas and meeting materials; attend meetings and draft minutes.
• Maintain City Code, legal records, and online publications.
• Process business licenses (e.g., liquor, tobacco) and update website as directed.
• Provide cross-departmental support and assist with public service counter duties.
• Manage confidential information with discretion and meet deadlines in a fast-paced environment.

Skills

Microsoft Office Suite

Document management

Written communication

Verbal communication

Attention to detail

Research & reporting

Confidential information handling

Public interaction

Deadline management

Evening meetings

Education

High school diploma or equivalent

Post-secondary education or training in related field

Associate's degree or higher (preferred)

Tools

Laserfiche

BS&A

CivicPlus

Job description

Under the direction of the Assistant City Administrator, the Deputy City Clerk performs advanced clerical and administrative duties in support of City operations. Responsibilities include coordinating City elections, processing business-related licenses (e.g., liquor, tobacco), maintaining the City Code and legal records, and updating the City website. This position has the opportunity for future advancement to City Clerk.

• Serves as the lead administrative staff member, providing cross-departmental guidance, coordination, and support to all other City Hall administrative personnel, especially as it relates to the public service counter, office supply area, and other general administrative functions.
• Reviews and processes data requests consistent with City Policy and the Minnesota Government Data Practices Act.
• Prepare correspondence, reports, resolutions and ordinances, as directed.
• Prepare City Council meeting agendas and meeting materials.
• Attend Council meetings and workshops as directed.
• Draft meeting minutes.
• Maintain official minute, ordinance, and resolution books and online publications.
• Maintain publication affidavits, titles, and other City legal record books.
• Coordinate State Primary and General elections and all other City elections; including recruitment of election judges, publication of legal notices, assembling election materials, processing absentee ballots, and various other activities related to conducting elections as needed or in coordination with Washington County.
• Schedule appointments and meetings as directed by the Assistant City Administrator.
• Schedule use of City Hall meeting rooms for various departments and the public.
• Processes all City business licenses, including liquor and tobacco
• Update City website and assist with communications as directed.
• Performs other duties as assigned by Assistant City Administrator or City Administrator.

MINIMUM QUALIFICATIONS

Education

• High school diploma or equivalent, plus two to four years of post-secondary education or training in a related field; or equivalent relevant experience.

Experience

• Two to four years of progressively responsible administrative experience in a City Clerk’s office, municipal government, or related setting.
• Experience with records management, meeting preparation, and election administration preferred.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite and document management systems.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to conduct research and develop concise reports;
• Ability to manage confidential or sensitive information with discretion.
• Ability to work effectively with elected officials, City staff, and the public.
• Ability to meet deadlines and manage multiple priorities in a fast-paced environment.
• Ability to attend evening meetings as required (e.g., City Council or commissions).

PREFERRED QUALIFICATIONS

Education

• Associate’s degree or higher in public administration, business administration, or a related field.

Experience

• Strong knowledge of municipal policies, procedures, and statutory responsibilities of a city clerk’s office.
• Experience preparing agendas and minutes for public meetings.
• Familiarity with Minnesota Data Practices Act and Open Meeting Law.
• Knowledge of election laws and experience supporting local elections.
• Prior experience using records management, agenda, and or EPR software (e.g., Laserfiche, BS&A, CivicPlus, etc.).
• Minnesota Certified Municipal Clerk (CMC) certification or ability to obtain within four (4) years of hire.
• Notary Public commission (or ability to obtain).
• Experience working in a union or civil service environment.

Work is typically performed in an office setting with moderate noise levels (e.g., business office, light foot traffic). Duties involve using computers and office equipment, and interacting with the public, staff, and elected officials. The position requires occasional exertion of up to 30 pounds. Regular activities include sitting, speaking, hearing, and performing repetitive motions. Frequent reaching with hands and arms is required, along with occasional standing, walking, handling objects, climbing, balancing, stooping, kneeling, crouching, crawling, pushing, pulling, and lifting. Visual acuity is needed for reading, computer work, and general observation.