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HomeMy WebLinkAboutDeputy City ClerkCITY OF IOWA CITY - Job Description Job Class #25-01 FLSA Non-Exempt Non Civil Service Identification Position Title: Deputy City Clerk Department: City Clerk Division: City Clerk Supervisor: City Clerk Job Summary Maintains City Council minutes, Council proceedings and City Clerk records on the web site electronically and in paper copy. Issues permits and licenses as required. Performs duties of, and serves, as Acting City Clerk in the City Clerk’s absence. Provides City staff and the general public information as requested. Job Scope Responsible for administrative support in preparing City Council agendas and packets and their posting and distribution. Essential Job Duties and Responsibilities Scans meeting documents for archival, retention and retrieval purposes. Assists in preparing City Council electronic packets on a weekly basis. Utilizes appropriate computer software and maintains permanent records. Works under time sensitive deadlines. In the absence of the City Clerk, attends Council meetings as official record keeper; prepares Council minutes; proofs for accuracy and completeness; and routes minutes to the appropriate personnel. Receives and edits legal publication notices including public notices, official actions and ordinances; records and proofs notices for publication. Performs monthly reconciliation of proof of publications. Coordinates electronic public records including council meetings, ordinances, resolutions, agendas, minutes and by-laws. Ensures that Council information is posted to the internet site in a timely and accurate manner; ensures files are indexed and organized. Provides information to the public and departments on City ordinances, resolutions and policies. Job Class #25-01 City Clerk Page 2 Updated 05/16/2019 Certifies City Clerk records as needed. Assists in assembling and distributing information in a timely and accurate manner for City Council meetings, including all minutes, correspondence, ordinances, resolutions and notices. Provides information to licensees and those seeking permits regarding City requirements. Issues taxicab business licenses, taxi driver I.D’s, vehicle decals, and processes applications and payment information. Ensures that information is posted to the internet site in a timely and accurate manner; ensures files are indexed and organized. Authorized to act, sign and seal documents and oversee bid openings in City Clerk's absence. Maintains City Clerk's office files. Serves as office staff for Mayor, City Council and answers City Manager’s telephone in a backup capacity. Compiles, writes and sends written correspondence as needed. Maintains and oversees Airport Commission files. Orders supplies and equipment for City Clerk’s office and City Council as needed. Coordinates with all City Departments in preparation of late additions to Council packet and publications. Manages purchasing requirements and requests for proposals for the purchase of office equipment. Provides technical assistance and support to the City Clerk’s office and City staff Assists City Clerk in development of Records Retention manual for all City documents and coordinates development of policy and procedures for electronic retention of documents Attends meetings, conferences, workshops and training sessions to become and remain current on principals, practices and new developments Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs notary services and other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job Class #25-01 City Clerk Page 3 Updated 05/16/2019 While performing the duties of this job, the employee is regularly required to sit and talk and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop or kneel. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities include the use of close vision and the ability to adjust focus. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification Associate’s degree from an educational institution accredited by a DOE recognized accreditation body required. Additional training in the area of record keeping, office administration and computer training required. One year minimum experience in office administration required. Or equivalent combination of education and experience. Must pass criminal background check. Preferred Education, Experience and Certification Three years of related experience and/or training preferred. State Clerk certification preferred. Experience with Laserfische software preferred. Knowledge, Skills, and Abilities Knowledge of municipal record keeping practices and general office procedures, and record keeping retention programs. Skill in the operation and maintenance of a number of office machines and equipment such as computers, copiers, and facsimile machines. Skill in typing and word processing. Ability to work under time sensitive deadlines. Ability to read and understand manuals in order to record work activities, keep records or work with computers. Ability to maintain inter- and intra- department confidentiality. Ability to read and understand laws, ordinances, reports and other written communication. Ability to complete a variety of complex written reports. Ability to effectively communicate, both orally and in writing, to the community, the City Council and employees. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.