Deputy City Clerk I

City of Homer, Alaska; Homer (AK); On-site; USD 60,000 - 90,000; Full time

Job summary

The City of Homer is seeking a Deputy City Clerk I to perform a broad range of Clerk's Office duties, including records, notices, and meeting support. The role requires confidentiality and accuracy, with responsibilities across boards, commissions, and city staff.

Two years of clerical experience in government work and a high school diploma are expected. Knowledge of Open Meetings Act compliance and notary duties are included in the scope.

Qualifications

• Two years clerical experience with one year in a government office environment.
• Must have accurate keyboarding at 50 wpm or better.
• Strong oral and written communication skills are essential.

Responsibilities

• Act as receptionist, answering phones and greeting the public.
• Perform clerical duties: prepare ordinances, resolutions, legal documents, and board records.
• Provide staff support to Mayor, Council, and City Manager; assist with agenda packets and postings.

Skills

Microsoft Office

Keyboarding 50 wpm

Oral & written communication

Record keeping

Education

High school diploma or equivalent

Tools

Recording equipment

Drivers license

Job description

Have you dreamt of a career as a municipal clerk? Probably not..

BUT, if you're interested in a job that puts you in the hub of local government, join the team in the Homer City Clerk's office and start your journey!

General Functions

The City of Homer is seeking someone to fill the role of Deputy City Clerk I. The ideal candidate will perform a full range of duties in the City Clerk's Office as follows:

Under general supervision of the City Clerk this performs a variety of general and specialized duties. A certain amount of discretion and judgment is involved in the work and requires ability to perform several tasks simultaneously with accuracy and in a calm manner. Must respect and maintain confidentiality when necessary. Is the recording clerk and parliamentarian to Boards, Commissions and Advisory Committees to the Council as assigned by the City Clerk. Provides staff support to Mayor, Council, City Manager, Department Directors and Commissions as assigned. Required to follow Federal, State and Local laws as pertaining to job duties and responsibilities.

Job Functions And Major Activities

• Acts as receptionist in answering the phone, greeting public, and providing pertinent information and services to the public and citywide personnel.
• Performs clerical duties as assigned, including; preparing ordinances, resolutions, legislative memoranda, Board of Adjustment records, court ready documents, including discovery, correspondence, reports, letters and memos, updating web pages and filing. Performs other clerical duties as needed.
• Staff support and recording clerk for City Advisory Commissions, Committees, Task Forces, as assigned. Acts as the Parliamentary Advisor pursuant to AS 29.20.380(10) and ensures compliance of Open Meetings Act. Assists Commission and Committee Chairs in ensuring bylaws and/or procedures are adhered to.
• Assists City Clerk in assembly of agenda packets for City Council meetings, often coordinating with department heads on agenda statements, resolutions and ordinances, as requested, and uploading materials to the City's website.
• Assists City Clerk in processing all phases of the Special Assessment District process pursuant to City Code and State Statute, public hearing and property owner notices and assessment rolls. Assists with preparation and posting of legal documents and prepares legal affidavits pertaining thereto.
• Responsible for processing legal advertisements, posting of notices and legal affidavits.
• In conjunction with the Kenai Peninsula Borough Clerk's Office coordinates absentee voting for the City of Homer general regular municipal elections and special elections, including logic and accuracy testing of voting equipment. Acts as Registrar for the State of Alaska to register voters and assists with absentee voting and election day coverage for Borough, State and National elections.
• Researches records as requested by City Clerk in a timely manner.
• Assists in administration of the Hickerson Memorial; maintains cemetery records; works closely with funeral service providers and State officials; acts as City liaison with cemetery customers. Coordinates with Public Works as the Maintenance Office for interments and auditing of facility.
• Responsible for ordering of Council's meeting supplies and assists with the ordering of supplies for the Clerk's office.
• Coordinates travel and lodging for Mayor, Council and occasionally other city personnel as needed for conferences and training.
• Updates City Directory and Fee Schedule, City Council's Operating Manual, City Policies and Procedures Manual, Procurement Manual and supplements for Local Government Library/Depository.
• Maintains Plan Holders Lists for Invitations to Bid and Request for Proposals, receives bid and proposal submissions, and participates in bid openings.
• Responsible for set-up/break-down of Council, Board, Commission and Committee meetings within City Hall. Insure audio and recording equipment is functioning.
• Coordinates City Council Chambers and City Hall conference room reservations and assures that the rooms are prepared for meetings.
• Performs duties as Notary Public as required.
• Performs other duties as assigned by City Clerk.

Skills, Knowledge And Abilities

Two years clerical experience with one year working in government office environment desired. Accurate keyboarding at 50 wpm desired. Good oral and written communication skills essential. Knowledge of Microsoft Office and other computer technologies required. Working knowledge of modern office equipment required. Must be able to operate recording equipment. Requires valid Drivers License. High school diploma or equivalent required. Must be bondable. Ability to organize and maintain records, and qualify for Election Registrar. Must be a notary within one month of hire. Certification as a Municipal Clerk within 5 years of hire desired.

Decision Making Responsibilities

Work is performed with minimal supervision. Ability to exercise independent judgment handling preliminary and basic inquiries specific to the City Clerk's office. Work with legislative bodies requires confidentiality as it relates to executive session matters. Tact and diplomacy in answering inquiries and complaints essential. Activities are a moderate source of potential liability to the city. Moderate expenditure authority at Division level, including expenditures for Mayor and Council.

SUPERVISORY AUTHORITY

None. May act as lead person with election workers or temporary employees.

EXTERNAL VISIBILITY/ CONTACT

High frequency of contact with the public and attendance at public meetings. Moderate frequency of contact with key city personnel, government officials and key service providers.

WORKING CONDITIONS

Office environment. Low frequency of exposure to hazardous working conditions in dealing with angry and difficult members of the public. Infrequent exposure to adverse weather conditions. Travel required mostly within city. Requires ability to sit and use keyboard for long periods of time during regular work day and during evening meetings. Ability to lift up to 30 lbs. Attendance at evening meetings is required.