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Title
Text copied to clipboard!Deputy City Clerk
Description
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We are looking for a dedicated and detail-oriented Deputy City Clerk to join our municipal team. The Deputy City Clerk will assist the City Clerk in managing and maintaining official city records, preparing agendas and minutes for city council meetings, and ensuring compliance with local, state, and federal regulations. This role requires a high level of organizational skills, the ability to handle sensitive information with discretion, and excellent communication abilities. The ideal candidate will have experience in public administration, a strong understanding of municipal operations, and a commitment to serving the community. As a Deputy City Clerk, you will be responsible for supporting the City Clerk in various administrative tasks, including records management, election coordination, and public inquiries. You will also play a key role in ensuring transparency and accessibility of city documents to the public. This position offers an opportunity to contribute to the efficient functioning of city government and to work closely with elected officials, city staff, and the public. If you are passionate about public service and have the skills to excel in this role, we encourage you to apply.
Responsibilities
Text copied to clipboard!- Assist in preparing agendas and minutes for city council meetings.
- Maintain and organize official city records and documents.
- Ensure compliance with local, state, and federal regulations.
- Coordinate municipal elections and manage election-related records.
- Respond to public inquiries and provide information as needed.
- Support the City Clerk in administrative tasks and special projects.
- Manage public records requests and ensure timely responses.
- Assist in the preparation and distribution of public notices.
- Maintain confidentiality of sensitive information.
- Provide administrative support to city departments as needed.
- Assist in the development and implementation of office policies and procedures.
- Coordinate with other city staff to ensure efficient operations.
- Prepare reports and presentations for city officials.
- Manage the city’s records retention schedule.
- Assist in budget preparation and monitoring for the City Clerk’s office.
- Attend city council meetings and other official functions as required.
- Provide training and support to other city staff on records management.
- Ensure the accessibility of city documents to the public.
- Assist in the planning and execution of special events and projects.
- Perform other duties as assigned by the City Clerk.
Requirements
Text copied to clipboard!- Bachelor’s degree in public administration, business administration, or a related field.
- Minimum of 3 years of experience in a clerical or administrative role, preferably in a municipal setting.
- Strong understanding of municipal operations and public administration.
- Excellent organizational and time management skills.
- Ability to handle sensitive information with discretion.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite and records management software.
- Knowledge of local, state, and federal regulations related to municipal operations.
- Ability to work independently and as part of a team.
- Attention to detail and accuracy in work.
- Ability to manage multiple tasks and meet deadlines.
- Strong problem-solving skills.
- Commitment to public service and community engagement.
- Ability to attend evening meetings and work outside of regular business hours as needed.
- Experience in election coordination and management is a plus.
- Certified Municipal Clerk (CMC) designation is preferred.
- Ability to interact professionally with elected officials, city staff, and the public.
- Strong customer service skills.
- Ability to develop and implement office policies and procedures.
- Experience in budget preparation and monitoring is a plus.
Potential interview questions
Text copied to clipboard!- Can you describe your experience in public administration or a similar field?
- How do you handle sensitive information and ensure confidentiality?
- What strategies do you use to manage multiple tasks and meet deadlines?
- Can you provide an example of a time when you had to ensure compliance with regulations?
- How do you approach responding to public inquiries and providing information?
- What experience do you have with records management software?
- How do you ensure accuracy and attention to detail in your work?
- Can you describe a time when you had to coordinate an election or similar event?
- What is your experience with preparing agendas and minutes for meetings?
- How do you handle working outside of regular business hours for meetings or events?
- What steps do you take to ensure the accessibility of documents to the public?
- How do you approach developing and implementing office policies and procedures?
- Can you describe your experience with budget preparation and monitoring?
- What skills do you bring to this role that make you a good fit for the Deputy City Clerk position?
- How do you handle working in a team environment and coordinating with other staff?
- What is your experience with providing training and support to other staff members?
- How do you stay updated on local, state, and federal regulations related to municipal operations?
- Can you provide an example of a time when you had to manage a public records request?
- What motivates you to work in public service and serve the community?
- How do you handle interacting with elected officials and city staff in a professional manner?