Deputy Clerk FLSA
Status: Non-Exempt
General Definition of Work
Performs
difficult skilled administrative support work under oath as an appointed
position coordinating the preparation of agendas, attending council and board
meetings, coordinating the preparation of minutes, preparing and maintaining
official records, and related work as apparent or assigned. Work is performed under the limited
supervision of the City Clerk. Limited
supervision is exercised over Senior Office Assistants.
Qualification Requirements
To perform this job successfully, an individual must
be able to perform each essential function satisfactorily. The requirements listed below are representative
of the knowledge, skill and/or ability required and are not necessarily actual
functions of this position. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
Essential Functions
Performs
duties in accordance with the City's keys to excellent customer service;
encourages and promotes a culture of excellent customer service.
Composes
official documents including correspondence, forms, reports, resolutions,
proclamations, meeting minutes, etc. where a knowledge of legal requirements,
format and presentation is necessary; responds to routine correspondence
independently.
Coordinates
agenda preparation and distribution, including action agenda.
Develops
office functions and job procedures for Deputy Clerk and two Senior Office
Assistants.
Composes
general accounts of closed sessions for City Council maintaining
confidentiality.
Coordinates
issuance and notarizes cemetery deeds.
Acts
as liaison between administration and boards and commissions and citizens;
receives applications for boards and commissions and investigates eligibility;
records accurate length of terms, vacancies and reappointments; reports
appointment demographics annually to North Carolina Secretary of State in
accordance with State Statutes.
Serves
with full power of the City Clerk in the City Clerk’s absence as prescribed by
State Statutes.
Assists
the City Clerk in management of administration office and works close with City
Clerk to manage workflow.
Coordinates
codification of adopted city ordinances into published City Code.
Coordinates
special meetings of the Mayor, City Council and City Manager with other
governmental agencies and citizens and assists in coordination of City
Council’s annual goal setting retreat.
Oversees
permanent street and alley closings ensuring legal notifications and
requirements are met and records are filed appropriately.
Knowledge, Skills and Abilities
Thorough knowledge
of the functions and organization of municipal government; thorough knowledge
of the functions and organization of the city clerk's office; thorough
knowledge of the rules of order as related to public hearings; thorough
knowledge of the City's charter and code; thorough knowledge of standard office
procedures, practices and equipment; ability to research and prepare reports;
ability to express ideas effectively, both orally and in writing; ability to
establish and maintain effective working relationships with city officials,
associates, elected officials and the general public.
Education and Experience
Associates/Technical
degree with coursework in public business administration, or related field and considerable
experience in office management, or equivalent combination of education and
experience.
Physical Requirements
This work
requires the occasional exertion of up to 10 pounds of force; work regularly
requires sitting and speaking or hearing and occasionally requires standing and
walking; work has standard vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word; hearing is
required to perceive information at normal spoken word levels; work requires
preparing and analyzing written or computer data; work has no exposure to
environmental conditions; work is generally in a moderately noisy location
(e.g. business office, light traffic).
Special Requirements
Possession of or
ability to acquire Notary Public certification within six months of employment
and Municipal Clerk certification within two years of employment.
Valid driver's
license in the State of