This is a professional position with a high degree of responsibility for managing all aspects of constituent services and Council affairs, including policy research and implementation, coordination of Council, Council Committees, Planning Commission, Board of Adjustment, Workforce Development Commission, and Community Cemetery Board meetings, and serves as the point of contact for constituents and interest groups on municipal matters. The first point of contact for the general public, position requires impartiality while balancing and protecting the interests of the City, the citizenry, Mayor and members of Council. While attending to the ever-shifting priorities faced by a municipality on a daily basis, responsibilities include a multitude of cyclical duties including Council, Board, Commission and Committee meeting preparations, municipal and special elections, and records management. Decision making and working independently are fundamental to this position.
The Deputy City Clerk shall be committed to the mission, vision and values of the City and demonstrate such through ethical conduct, community stewardship, individual initiative and responsive service. The Deputy City Clerk shall demonstrate leadership, management and technical skills through effective communication and collaboration, proper use of team resources, progressive decision-making, personal accountability and responsibility.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential duties:
- Serves as City Clerk in the absence of the City Clerk.
- Assists in the management and coordination of all Council affairs and events, including scheduling, monitoring and tracking all proceedings before Council and actions taken by Council.
- Manages and coordinates all Planning Commission, Board of Adjustment, Workforce Development Commission, and Community Cemetery Board affairs and events, including scheduling, monitoring and tracking all proceedings before each and actions taken by each.
- Supports City Clerk, City Manager, Mayor/Council, and staff, by assisting all groups in accomplishing City business.
- Serves as point of contact for constituents, assisting them in presenting their concerns to City Clerk, City Manager and Mayor/Council, by providing advice on municipal matters.
- Aids in the preparation and publication of ordinances, resolutions, proclamations, certificates, meeting agendas and minutes, memoranda, documents, reports, or other materials observing strict confidentiality.
- Attends Boards, Commissions, Committee and meetings and is responsible for all related records, recordings, videos, transcription of minutes and distribution to appropriate personnel; attends staff and other professional meetings as directed by City Clerk.
- Assists with preparation and conducting of City elections including the registration of residents and property owners, maintenance of voter registration records, and continual auditing of election records.
- Performs research for City Clerk, City Manager, Mayor/Council, staff, and citizens as directed by City Clerk.
- Performs administrative tasks such as tracking budget for the City Clerk, City Manager, Mayor/Council, and is responsible for maintaining files and records, and coordinating records retention and destruction.
- Oversee Boards, Commissions and Committee application process, including distribution of applications to individuals as requested by Mayor/Council, updating Mayor/Councilmembers information, appointment expirations and maintenance of all Boards, Commissions and Committees membership lists.
- Administers the City website for the City Clerk’s Office including creating and amending pages, staff directory, news updates, closings, and responds to online citizen concerns received through the website.
Essential Functions, Qualifications, & Knowledge, Skills, and Abilities (KSA) for Employment: An employee in this class must have the following knowledge, skills, and abilities upon application:
- Detailed knowledge regarding the City’s Municipal Code, parliamentary procedures, election procedures, records retention, database management, technology related to recording software and variety of computer programs, implementation of the Freedom of Information Act, and a number of municipal procedures for actions such as rezonings, annexations, referendums, and the adoption of ordinances.
- The Clerk’s Office is responsible for maintaining the City’s history and making it available to Mayor, Council and committee members, which is vital to members as they address longstanding issues that come before them for consideration. The Deputy Clerk researches current issues and provides historical context to members as they address concerns related to policy and procedure.
- The Deputy Clerk serves as the Assistant City Archivist to implement and monitor procedures for managing all City records. The Deputy Clerk ensures that all data is handled in conformance with State procedures that dictate records retention. Serves as consultants to all departments and provides guidance on information storage, disposition, and retention to ensure that the City’s constituency has access to public records.
- The Deputy Clerk ensures that data is properly stored in LaserFiche and indexed in such a way to provide City Manager, Mayor/Council, staff and the public timely access to reliable information.
- The Deputy City Clerk assists the City Clerk and City Manager when interfacing with State legislators to assist Council in the endorsement of legislation related to City policy, such as amendments to the City’s Charter.
- The Deputy City Clerk assists the City Clerk in overseeing a large number of special circumstances and the complexity of the issues, including, but not limited to creation of local laws and local and special elections. Each of these matters involves a lengthy, detailed, step-by-step process. Failure to develop, implement, and abide by these procedures can leave the City vulnerable to lawsuits and significant monetary losses.
- Responsible for receiving a voluminous amount of information which is directed to Mayor and Council through the Clerk’s Office. The Deputy City Clerk assists the City Clerk by ensuring Mayor/Council receive prompt and accurate information, as lapses in this area can have serious public relations and legal implications.
- The Deputy City Clerk assists an assortment of individuals on a daily basis. They are called upon to use the utmost tact and discretion as they respond to the needs of those who solicit their advice.
- The Deputy City Clerk acts as the “face” of City Hall by serving as the City Clerk, City Manager and Mayor/Council’s point of contact between fellow Council members, committee members, City staff, and the public. When directed, provides advice to all of these parties on how best to accomplish their goals, within the framework of the requirements set forth in the City’s Municipal Code.
- Requires high level reading, writing, and verbal skills. Communicates on a regular basis with City Clerk, City Manager, Mayor/City Council, staff, and constituents using a high degree of diplomacy and tact.
- Must be able to read, interpret, and explain complex information related to State and Municipal Code, contracts, and policy. Prepares a variety of documents including minutes, reports, correspondence, and policy statements. Requires strong writing skills and a thorough command of the English language, including grammar, spelling, and punctuation.
Employment Status: Full-Time
FLSA Status: Non-Exempt
Experience Required: Requires a vast amount of specialized and detailed knowledge regarding the City’s Municipal Code, parliamentary procedures, election procedures, records retention, database management, technology related to recording software and variety of computer programs, implementation of the Freedom of Information Act, and a number of municipal procedures for actions such as rezonings, annexations, referendums, and the adoption of ordinances. Because the Deputy City Clerk assists the City Clerk in their pivotal role between Council and the staff/public, the implications of failure to understand this information are serious. It would be impossible to assimilate the depth of knowledge required in a period of less than four (4) years. State of Delaware Notary Public license required within (6) months of employment. NIMS (National Incident Management System) ICS-100 and FEMA IS-700 training. Must pass pre-employment testing for substance abuse, criminal background, motor vehicle driver’s license history, and a pre-employment physical.
Subject to random drug and alcohol testing in accordance with City policy.
Minimum Education Requirements: Requires Associate’s degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education. Must be willing to achieve certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) within three (3) years of appointment.
Direct Supervisor: City Clerk
Supervisory Responsibility: N/A
Primary Work Location: Office setting