jobs

City of Meridian

Meridian , ID

Deputy City Clerk

City of Meridian
Meridian , ID Full-time
Posted on June 7, 2019

Job Title: Deputy City Clerk
Department: City Clerk’s Office
Reports To: City Clerk
Open Date: June 5, 2019
Close Date: Open Until Filled
Hiring Salary: $16.93 - $21.63 per hour, DOE
Salary Range: $16.93 – 25.39 per hour, DOE

Job Summary:
The Deputy City Clerk provides complex and specialized professional, operational, administrative, clerical and technical work for the City Clerk, and in turn the Mayor, and City Council. The position serves as lead worker to perform and oversee daily customer service operations of the City Clerk’s office. The incumbent in this position shall perform such duties as assigned by the City Clerk, and as the principal deputy to the City Clerk, shall have full authority to act in the place and stead of the City Clerk in the event of the City Clerk’s absence. The employee participates in the formulation and administration of Departmental and City policies and procedures. This position requires regular attendance at night meetings.
Job Specifications:
Associates degree in public administration, business, or finance preferred and a minimum of three (3) years’ experience in a municipal government or non-profit or equivalent combination of experience and/or education demonstrating necessary skills to successfully perform the job;

Must have a minimum of two (2) years of supervisory or leadership skills;

Must have knowledge of functions and procedures of the City Clerk office;

Must have a valid Idaho driver’s license;

Must be able to be bonded;

Must have knowledge of applicable municipality regulations, policies, and statutes;

Must have skills in interpreting and explaining rules, policies, and procedures;

Must display an attitude of cooperation and the ability to work well with others;

Ability to read and understand laws and regulations (City & State Codes);

Requires excellent verbal and written communication skills.

Essential Duties & Responsibilities:
Serves as Lead Worker to perform and oversee the customer service and administrative functions of the City Clerk’s office to ensure quality customer support, response time and accuracy;

Assigns and coordinates the work of personnel involved in City Clerk functions; provides feedback to the City Clerk on employee performance;

Along with the City Clerk, participates in employee interviewing;

Reports/recommends strategies to City Clerk on all issues involving daily operations of Department;

Oversees the preparation of City Council & Planning/Zoning meeting minutes;

Attends meetings to record and document i.e. City Council and Planning & Zoning;

Act as Clerk of the Planning and Zoning Commission, City Council and/or other commissions when needed or requested by the City Clerk;

Serves as Custodian of the Official Seal of the City. Manages and prepares certified true copies as necessary;

Once received from the Planning Department oversees application and file process for all land use applications;

Prior to Planning & Zoning and City Council meetings, communicates with developers, engineers, and applicants to ensure due process of their respective applications;

Responsible for public notice as may be required by state statute, city code or otherwise requested;

Distributes project information packets to various city officials and departments, prepares and sends transmittals to Commissioners, City Councilmembers, Department Heads and Utility personnel;

Provides staff support for the mayor, city council and commissions(s);

Makes independent decisions to resolve operational or interpersonal conflicts with the public or employees;

Prepares and posts public meeting agendas and notices;

Assembles and distributes required informational packets for the agenda items;

Transcribes/proofs all minutes and maintains minute books for Planning & Zoning, City Council and all other City Committees and Commissions;

Follows up on projects, transmits information, and keeps informed of division activities;

Issues City permits and licenses; collects fees and special taxes; assists with the renewal process, including sending reminder notices;

Assists the City Clerk in the enforcement of general City Ordinances;

Answers questions from citizens regarding licensing, elections, and City Council matters;

Provides receives and distributes a variety of forms and documents to internal departments and the general public;

Researches, compiles, and prepares a variety of informational materials from sources both inside and outside the office; summarizes such information as directed and makes recommendations;

In partnership with the City Clerk, maintains and oversees the City’s Records Management Policy and processes;

Researches and assists with the maintenance of the City’s record retention schedule in order to respond to Public Record Requests;

Fulfills requests for examination or copying of public records as provided by law;

Provides factual information which may require the interpretation of policies and procedures;

Under the direction of the City Clerk reviews legal documents and city ordinances to ensure compliance with state and local regulations; may perform grant writing;
Assists City Clerk in identifying and implementing opportunities for improving service delivery methods and procedures;
Assists the City Clerk with budget preparation and various administrative tasks;

Assists City Clerk with the Election process and acts as Chief Deputy Election Official;

Conducts specific projects related to City Clerk functions;

Operates a computer for word processing, spreadsheets, schedules, and other programs;

Priorities and organizes own work, to meet deadlines;

Performs necessary cash receipting including but not limited to balancing a cash drawer and maintaining accurate transaction records;

Balances departments’ daily cash receipting transactions maintaining trending history;

Acts as the lead Passport Acceptance Facility Agent on behalf of the Department of State.

Other Duties & Responsibilities:
In the absence of the City Clerk, attests to all papers signed by the Mayor, countersign all contracts made in behalf of the City; and serves as custodian of the corporate seal for the City;

Assumes authority of the City Clerk’s job responsibilities in his/her absence;

May assist the City Clerk with compiling and tracking existing and new ordinances of the City of Meridian;

Assists in the review of finished materials for completeness, accuracy, format, and compliance with policies and procedures;

May compare Meridian City code with other cities and works with City departments to recommend improvements or modifications;

May coordinate codification of city code and distribution of supplements;

On the behalf of the City Clerk may make presentations to City Council regarding ordinance changes;

May assist in the preparation and distribution of agendas for City Council meetings;

Attends meetings, conferences, workshops and training sessions to remain current on principles, practices and new developments in the assigned work area;

May attend meetings as directed by the City Clerk;

Conversational language skills in Spanish preferred;

Other duties and responsibilities as assigned or needed;

Knowledge, Skills & Abilities:
Shows respect to fellow employees and customers;

Demonstrated ability to manage multiple projects simultaneously with accuracy;

Strong written and verbal communication skills to include writing reports, minutes, and other communications with the public, co-workers, and other government or professional agencies;

Proficiency in the English language;

Knowledge of mathematics, sufficient to add, subtract, multiply and divide manually or by machine;

Ability to communicate and deal with the public, citizens and co-workers in a professional, empathetic and positive manner;

Exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing and time-dependent projects with superior attention to detail;

Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after regular work hours;

Ability to work effectively with frequent interruptions in a team environment;

Ability to establish and maintain effective working relationships with Department personnel, city officials and the general public;

Integrity in the performance of assigned tasks;

Proven ability to provide exceptional customer service and outstanding professionalism;

Willingness to work in a fast-paced and demanding environment while displaying an attitude of cooperation;

Tactful, discrete, and diplomatic when assisting others, sometimes with sensitive issues;

Comfortable representing the City Clerk’s Office at public meetings or other formal or informal work groups;

Ability to produce documents with clearly organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling, and grammar;

Must be willing to attend classes in related fields to improve skills and knowledge;

Ability to communicate with and maintain positive working relationships with co-workers, elected officials and the general public;

Ability to work effectively in a highly stressful political/policy environment, remaining neutral at all times;

Working knowledge of Microsoft Office Professional software;

Considerable knowledge of standard office administrative practices and procedures, including records management skills, organizing, maintaining, and researching files; and must have business letter writing skills;

Ability to operate common office equipment, including a computer, copy machine, fax machine, and postage meter;

Skills in organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction;

Demonstrated ability to use tact, discretion, and independent judgment within established guidelines;

Attends occasional evening City Council, Commission or Committee meetings as assigned;

Acts in a professional manner at all times;

Demonstrated exceptional customer service skills;

Ability and Willingness to be cross-trained on all City Clerk Office procedures;

Must be solution-oriented.

 

Licensing and Certifications:
Ability to become a Certified Passport Acceptance Agent through the U.S. Department of State;

Ability to become a Certified Municipal Clerk through the Idaho City Clerk, Treasurers, and Finance Officers Association;

Ability to become a Notary Public.

Work Environment and Physical Demands:
Work is performed primarily in an office environment with moderate noise level;

The employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions;

Frequently requires sitting at a desk for long periods of time, up to 8 hours per day;

Ability to lift 30 pounds;

Constantly requires walking from office to front counter to assist customers;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively;

Constantly requires repetitive movement of the wrists, hand and/or fingers;

Constantly requires mobility to work in a typical office setting;

Constantly requires vision to read printed materials and a computer screen;

Constantly requires sufficient personal mobility and physical reflexes, which permits the ability to function in a general office environment to accomplish tasks.

Travel Requirements:
Local travel is occasionally required.