Deputy City Clerk

Valleyne; Fort Wayne (IN); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player seeks a dedicated Deputy City Clerk to support the City Clerk in ensuring transparent governmental services. In this vital role, you will assist in managing city council meetings, maintain official records, and facilitate public records requests. Your strong administrative and organizational skills will be essential in preparing agendas, documents, and managing records in compliance with legal requirements. This position offers a unique opportunity to engage with the community and contribute to the effective operation of city governance. If you are detail-oriented and passionate about public service, this is the perfect role for you.

Qualifications

• Experience in government work or related fields preferred.
• Ability to obtain Municipal Clerk Certification within three years.

Responsibilities

• Assist in planning and implementing activities of the City Clerk's office.
• Document and maintain official records of City Council meetings.

Skills

Technical Writing

Administrative Skills

Organizational Skills

Communication Skills

Attention to Detail

Education

High School Diploma

Public or Business Administration Coursework

Tools

Microsoft Office Suite

Computer Systems

Job description

Description

The Deputy City Clerk assists the City Clerk in planning and implementing the activities and operations of the Office of the City Clerk to promote open and transparent governmental services. In the absence of the City Clerk, the Deputy Clerk shall perform the duties of the City Clerk as set by statute, ordinance, and resolution.

Essential Functions

1. Display honest, trustworthy, and ethical behavior when dealing with internal and external customers.
2. Establish and maintain cooperative working relationships with those contacted in the course of work.
3. Regular attendance that is punctual and dependable is required.
4. Assist with the preparation of agendas for all formal City Council and/or Planning Commission meetings including proclamations; assist with the preparation of council packets for distribution to the Mayor, City Council members, the public and on the City’s website in a timely manner.
5. Assist with the scheduling and public notice posting of official meetings.
6. Records management; filing and document retrieval; permits and liquor licenses; and purchasing duties.
7. Document and maintain the official record of all City Council meetings, including accurate minutes of meetings.
8. Public records request processing; maintains and manages retention and destruction of official records in accordance with state law, and City Code; scanning and indexing of official records for retention.
9. Assist City Clerk with training and oversight of City Council and official committees/subcommittees in matters of open meetings, open records, records retention and parliamentary procedures.
10. Serve as City Clerk in his/her absence.
11. Assist City Clerk with processing and management of licenses and permits.
12. Perform related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of:

1. Legal requirements relating to the maintenance and preservation of official public minutes and records; government processes and required documentation of activities as well as the legal powers and duties of City officials; and procedures, policies and statutes related to City Council meetings and proceedings records.
2. Strong technical writing, administrative and organization skills.
3. Modern office procedures, methods and equipment including computers.
4. Microsoft Office suite of products.

Ability to:

1. Prepare minutes, reports, etc. in an accurate, professional, and timely manner.
2. Communicate effectively, both orally and in writing and listen to others.
3. Use of proper written and grammatical skills, and the meaningful application of computer technology (records management, e-mail, Internet, etc.).
4. Manage multiple tasks, projects, information, and materials within a well-ordered system according to established schedules.
5. Maintain an extensive written and computerized record management system.
6. Concentrate and pay close attention to detail.
7. Operate a computer terminal, typewriter, calculator, scanner, copier, telephone, and other common office equipment.

Training, Education and Experience

Experience:

Knowledge of Deputy City Clerk duties at a level acquired through other government work such as City, County or State, or related fields with the ability to obtain Municipal Clerk Certification. Experience in administrative work involving frequent public contact including experience in a responsible capacity or any combination of training and experience which provides the knowledge, skills, and abilities of performing the duties of the Deputy City Clerk.

Training:

High school diploma or equivalent supplemented by public or business administration coursework, or a related field. Computer knowledge required as can be obtained in one semester course work outside of high school or prior experience.

Licenses/Certifications/Registrations Required:

Possession of, or ability to obtain, certification as a Municipal Clerk within three (3) years from date of hire. Notary public license or ability to obtain license preferred.

Physical Requirements:

Activities:

• Sitting: Frequent
• Standing: Frequent
• Walking: Occasional
• Reaching: Occasional
• Climbing Stairs: Occasional
• Bending: Occasional
• Squatting: Occasional
• Kneeling: Occasional
• Twist/Turn: Occasional
• Simple Grasping: Occasional
• Fine Manipulation: Frequent
• Handling: Occasional

Lifting:

• Waist Level: 20# Occasional
• Chair to Floor: 20# Occasional
• Above Shoulder: 20# Occasional

Supervision Received and Exercised:

Receives direct supervision from the City Clerk. Exercises no supervision.