Deputy City Clerk

City of St Joseph; Grosse Pointe Woods (MI); On-site; USD 55,000 - 60,000; Full time

Job summary

City of St Joseph seeks a Deputy City Clerk to support the City Clerk’s office with elections, recordkeeping, agenda/minutes preparation, and public records coordination. The role emphasizes accuracy, confidentiality, and strong customer service across municipal operations.

Under the City Clerk’s direction, this non-exempt, full-time position requires knowledge of Michigan election law and related statutes, with flexibility to work evenings, weekends, and election days as needed.

Qualifications

• Knowledge of municipal government operations, the organization and functions of municipal departments, and administrative procedures.

Responsibilities

• Assist with municipal elections, maintain official City records, and prepare City Council agendas and minutes.

Skills

Municipal government operations

Laws and regulations interpretation

Election law knowledge (Michigan)

FOIA/OMA/public records

Campaign finance familiarity

Written and verbal communication

Proofreading and recordkeeping

Meeting minutes and official documents

MS Office 365 proficiency

Adobe Acrobat/CivicPlus/BS&A GIS

Election equipment knowledge (QVF/EPB)

Confidentiality and sound judgment

Time management/prioritization

Customer service & problem solving

Evening/weekend flexibility

Tools

MS Office 365 (Word)

SharePoint

Electronic records management systems

Job description

Classification: Deputy City Clerk

Department: City Clerk

Wage Range: $55,000 - $60,000 - DOQ

Days: Monday - Friday

Hours: 8:30 am - 5:00 pm (Full-Time)

Union: None

FLSA Status: Non-Exempt

Position Summary

Under the direction of the City Clerk, the Deputy City Clerk performs a variety of administrative, technical, statutory, and clerical duties in support of the operations of the City Clerk's office. Responsibilities include assisting with municipal elections, maintaining official City records, preparing City Council agendas and meeting minutes, responding to public records requests, coordinating board and commission activities, and providing professional assistance to residents, employees, elected officials, and other governmental agencies. Performs other duties as assigned by the City Clerk and Administration.

The Deputy City Clerk may perform the duties and responsibilities of the City Clerk during the Clerk's absence, as authorized by applicable law, the City Charter, City ordinances, and established procedures. The position requires a high degree of accuracy, discretion, confidentiality, organization, and knowledge of municipal operations.

• Knowledge of municipal government operations, the organization and functions of municipal departments, and administrative procedures.
• Ability to interpret and apply applicable federal and state laws, regulations, ordinances, policies, and procedures.
• Working knowledge of Michigan election law and election administration procedures, including voter registration, absent voter ballot processing, election equipment, election records, and applicable statutory deadlines, or the ability to acquire that knowledge within an established period.
• Knowledge of the Michigan Freedom of Information Act (FOIA), Open Meetings Act (OMA), municipal records retention and disposition requirements, and public-records disclosure obligations, or the ability to acquire that knowledge.
• Familiarity with the Michigan Campaign Finance Act and local candidate filing and campaign-finance requirements, as applicable to assigned responsibilities.
• Strong written and verbal communication skills.
• Excellent proofreading, organizational, and recordkeeping skills.
• Ability to prepare accurate meeting minutes, correspondence, reports, and official documents.
• Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Publisher, SharePoint) and electronic records management systems.
• Familiarity with other software programs including Adobe Acrobat, CivicPlus, BS&A and GIS.
• Knowledge of, or the ability to learn, Michigan election administration systems and equipment, including the Qualified Voter File (QVF), Electronic Pollbook (EPB), and the City's applicable voting equipment, including Dominion ICP, ICX, and ICC systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage competing priorities, meet deadlines, and work independently.
• Strong customer service, problem-solving, and interpersonal skills.
• Ability to work occasional evenings, weekends, extended hours, and Election Day hours as required.