Deputy City Clerk I
Deputy City Clerk I
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Job Description
Have you dreamt of a career as a municipal clerk Probably not..
BUT if youre interested in a job that puts you in the hub of local government join the team in the Homer City Clerks office and start your journey!
The City of Homer is seeking someone to fill the role of Deputy City Clerk I. The ideal candidate will perform a full range of duties in the City Clerks Office as follows:
GENERAL FUNCTIONS
Under general supervision of the City Clerk this performs a variety of general and specialized duties. A certain amount of discretion and judgment is involved in the work and requires ability to perform several tasks simultaneously with accuracy and in a calm manner. Must respect and maintain confidentiality when necessary. Is the recording clerk and parliamentarian to Boards Commissions and Advisory Committees to the Council as assigned by the City Clerk. Provides staff support to Mayor Council City Manager Department Directors and Commissions as assigned. Required to follow Federal State and Local laws as pertaining to job duties and responsibilities.
JOB FUNCTIONS AND MAJOR ACTIVITIES
- Acts as receptionist in answering the phone greeting public and providing pertinent information and services to the public and citywide personnel.
- Performs clerical duties as assigned including; preparing ordinances resolutions legislative memoranda Board of Adjustment records court ready documents including discovery correspondence reports letters and memos updating web pages and filing. Performs other clerical duties as needed.
- Staff support and recording clerk for City Advisory Commissions Committees Task Forces as assigned. Acts as the Parliamentary Advisor pursuant to AS 29.20.380(10) and ensures compliance of Open Meetings Act. Assists Commission and Committee Chairs in ensuring bylaws and/or procedures are adhered to.
- Assists City Clerk in assembly of agenda packets for City Council meetings often coordinating with department heads on agenda statements resolutions and ordinances as requested and uploading materials to the Citys website.
- Assists City Clerk in processing all phases of the Special Assessment District process pursuant to City Code and State Statute public hearing and property owner notices and assessment rolls. Assists with preparation and posting of legal documents and prepares legal affidavits pertaining thereto.
- Responsible for processing legal advertisements posting of notices and legal affidavits.
- In conjunction with the Kenai Peninsula Borough Clerks Office coordinates absentee voting for the City of Homer general regular municipal elections and special elections including logic and accuracy testing of voting equipment. Acts as Registrar for the State of Alaska to register voters and assists with absentee voting and election day coverage for Borough State and National elections.
- Researches records as requested by City Clerk in a timely manner.
- Assists in administration of the Hickerson Memorial; maintains cemetery records; works closely with funeral service providers and State officials; acts as City liaison with cemetery customers. Coordinates with Public Works as the Maintenance Office for interments and auditing of facility.
- Responsible for ordering of Councils meeting supplies and assists with the ordering of supplies for the Clerks office.
- Coordinates travel and lodging for Mayor Council and occasionally other city personnel as needed for conferences and training.
- Updates City Directory and Fee Schedule City Councils Operating Manual City Policies and Procedures Manual Procurement Manual and supplements for Local Government Library/Depository.
- Maintains Plan Holders Lists for Invitations to Bid and Request for Proposals receives bid and proposal submissions and participates in bid openings.
- Responsible for set-up/break-down of Council Board Commission and Committee meetings within City Hall. Insure audio and recording equipment is functioning.
- Coordinates City Council Chambers and City Hall conference room reservations and assures that the rooms are prepared for meetings.
- Performs duties as Notary Public as required.
- Performs other duties as assigned by City Clerk.
SKILLS KNOWLEDGE AND ABILITIES
Two years clerical experience with one year working in government office environment desired. Accurate keyboarding at 50 wpm desired. Good oral and written communication skills essential. Knowledge of Microsoft Office and other computer technologies required. Working knowledge of modern office equipment required. Must be able to operate recording equipment. Requires valid Drivers License. High school diploma or equivalent required. Must be bondable. Ability to organize and maintain records and qualify for Election Registrar. Must be a notary within one month of hire. Certification as a Municipal Clerk within 5 years of hire desired.
DECISION MAKING RESPONSIBILITIES
Work is performed with minimal supervision. Ability to exercise independent judgment handling preliminary and basic inquiries specific to the City Clerks office. Work with legislative bodies requires confidentiality as it relates to executive session matters. Tact and diplomacy in answering inquiries and complaints essential. Activities are a moderate source of potential liability to the city. Moderate expenditure authority at Division level including expenditures for Mayor and Council.
SUPERVISORY AUTHORITY
None. May act as lead person with election workers or temporary employees.
EXTERNAL VISIBILITY/ CONTACT
High frequency of contact with the public and attendance at public meetings. Moderate frequency of contact with key city personnel government officials and key service providers.
WORKING CONDITIONS
Office environment. Low frequency of exposure to hazardous working conditions in dealing with angry and difficult members of the public. Infrequent exposure to adverse weather conditions. Travel required mostly within city. Requires ability to sit and use keyboard for long periods of time during regular work day and during evening meetings. Ability to lift up to 30 lbs. Attendance at evening meetings is required.
Employment Type
Full-Time
