Deputy City Clerk

GENERAL PURPOSE:
The primary function of an employee in this class is to perform highly responsible administrative and managerial work in assisting the City Clerk in planning, organizing, and directing administrative functions in the City Clerk's Office.

The position is responsible for developing procedures and practices of the activities of the City Clerk's Department within the limits of the City Charter, State Statutes and Federal laws; supervising and directing work of office staff; coordinating election activities; preparing the agenda and materials for City Council and Board meetings; and providing customer service to elected officials, city staff and the public.

Please note: This position will remain open until filled with a first review date of June 16th.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Supervises and evaluates assigned staff, addresses employee concerns and problems, counsels, disciplines and completes performance appraisals; conducts interviews and makes hiring recommendations.
• Supervises information packet compilation, preparation and distribution; assists the City Clerk in the technical preparation, recordation and transcribing of proceedings during special and regular meetings and public hearings of the City Council, Boards and Commissions, attends meetings and coordinates required follow-up on meeting action items.
• Prepares and distributes meeting agendas and supporting documentation.
• Prepares and processes the City Council Meetings, Adopted Resolutions, Ordinances and minutes after each meeting.
• Assists in the management of resolutions, ordinances, and other technical documentation files; records and certifies documents and official records.
• Arranges the publication of official notices, agendas, ordinances and resolutions.
• Assists with the preparation and management of elections.
• Performs administrative and research functions for City Council, Boards and Commissions.
• Attends Arts & Humanities Commission meetings and records minutes.
• Reviews and corrects errors in meeting minutes and documents.
• Coordinates City records management program according to Arizona statutes and provides training to other city departments.
• Coordinates communications between the City Council and other City departments; clarifies issues relating to City Council meetings and formal meeting procedures.
• Assists with bidding processes and provides assistance with processing City contracts.
• Responds to requests for information; provides technical information to City staff as authorized; provides assistance to the public within scope of authority.
• Assists with department budget preparation and administration.
• Interprets policies and provides direction to staff and the public on policy and procedural changes.
• Provides general assistance to the City Clerk and when directed, acts as City Clerk by attending meetings, making decisions, and providing department leadership;
• Serves as the Passport Supervisor.
• Performs other duties as assigned or required.

Education and Experience:
A Bachelors degree in Public Administration, Business Administration, or closely related field, AND five (5) years experience in government administration; OR an equivalent combination of education and experience. Must obtain Passport Acceptance Agent standing during probationary period.

Special Requirements: Notary Public; additional training and certifications may be required.

Necessary Knowledge and Skills:

Knowledge of:

• City organization, operations, policies and procedures.
• Federal, State, City and County laws, statutes, and ordinances relating to City government administration and elections.
• Principles and practices of records retention and contract management.
• Municipal election process.
• Principles of record keeping and records management.

Skill in:

• Interpreting and applying applicable Federal rules and regulations, and City policies and procedures.
• Assessing and prioritizing multiple tasks, projects and demands.
• Working under pressure of deadlines, and establishing and maintaining cooperative working relationships with employees, officials, other agencies and the public.
• Operating a personal computer utilizing a variety of business software.
• Effectively communicating both orally and in writing.

Physical Demands / Work Environment: Standard office environment.

The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed.