The Deputy City Clerk is responsible for performing confidential, administrative support for the City Manager, and the Administration Department. This position provides mid-level clerical and customer service support. This position performs all Clerk-related functions including records management and data practices; preparation of Council agendas and related documents; business licensing; limited election administration in cooperation with Ramsey County, and support to the Assistant City Manager, City Manager, City Council and Commissions and Administration Department.
Scope of Responsibility:
This position works under the direct supervision of the Assistant City Manager and is responsible for a range of duties that need to be performed completely with a high level of attention to detail and in a timely fashion. The Deputy City Clerk must be able to manage multiple tasks and prioritize duties which require public contact on a daily and continuous basis, requiring a high degree of tact, courtesy, and sound judgment.
Essential Duties & Responsibilities: Essential Duties and Responsibilities:
Prepares and distributes City Council agendas and packets. Ensures that official notices are properly posted or published. Oversees the completion of Council meeting minutes. Serves as Notary Public.
Administers the city-wide Records Management program and Records Retention schedule. Maintains official city records such as ordinances, resolutions, code books, agenda packets, affidavits of publication, minutes, contracts, etc. including recording and certifying documents, attesting legal documents, posting/publishing legal notices, etc. in conformance with federal/state/local laws.
Manages the license/permit process for animal and business licenses, including liquor, tobacco, and massage therapist/establishments.
Serves as the Data Practices Compliance Official pursuant to the MN Data Practices Act. Oversees data practices for all departments relating to collection, storage, use and dissemination of City data. Provides public access to official documents and public records in accordance with State Statutes.
Ensures compliance with the State Open Meeting Law and other related statutes, laws and regulations.
Updates city website with agendas, packets, minutes and other documents.
Assists as needed with the codification of ordinances and preparation of City Code for posting to the web site. Assists with updating current City Code book in City offices and attorney held books.
Serves as administrative support to City Manager/Assistant City Manager and Administration department.
Orders and maintains materials and supplies for various departments.
Assists with Human Rights, Inclusion and Engagement Commission and Ethics Commission agendas, packets and minutes as needed. Posts agendas for meetings.
Assists with keeping Commission/Committee books updated so the information is easy to locate and in clear, logical order.
Assists general public groups per the direction of the City Manager or Assistant City Manager.
Coordinates elections with County and State offices to ensure correct election procedures are followed. Serves as the elections lead person for the City.
Acts as frontline reception for the department receiving and directing all calls and walk-ins.
Provides assistance to customers over the phone and in person.
Reviews and edits documents to ensure that they are error free and ready for Council, Commissions, and public presentation and distribution.
Performs other duties as apparent or assigned.
Skills & Qualifications: Knowledge, Skills, & Abilities:
Applies knowledge of office equipment including phones, computers, printers, fax machine, scanners, and copy machines. General office skills including typing, document preparation and layout, proofreading, and filing.
Applies knowledge of office computer technologies including word processing, spreadsheet applications, database application, scanning documents, e-mail, and file management in a Microsoft Office, and Windows operating environment.
Ability to simultaneously address multiple projects and deadlines as well as juggle multiple and changing priorities.
Ability to work with and talk to the public directly and provide information necessary to satisfy any questions or concerns relating to the City.
Excellent organizational and customer service skills with a capability of coordinating administrative work with professional staff in a team environment.
Communicates well both verbally and in writing.
Superior detail, computer and proofreading skills.
Develops and maintains excellent working relationships within the overall organization and individual customers or vendors.
Uses high degree of tact, courtesy, and sound judgment and works effectively with the public, elected officials, City employees and outside agencies.
Ability and desire to project a professional image through knowledge of job, positive attitude, and accurate and timely completion of work.
Ability to handle and maintain confidential material.
Exercises patience and understanding in stressful situations.
Ability to learn, interpret and process detailed practices and procedures.
Ability to work independently and complete projects and daily activities according to work schedule. Ability to prioritize work tasks and function with basic supervision. Exercises strong discretion and independent judgment.
Ability to maintain a high level of integrity and ethical performance at all times.
Physical Demands & Work Conditions: Physical Demands & Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Work is performed in a normal office environment. Limited lifting of twenty-five pounds or less is required intermittently. Longer hours are occasionally required to complete job tasks. The Deputy City Clerk is responsible for the day to day operational functions of the department, many of which have deadlines and require significant attention to detail. Up to 70% of the time, work is performed at a high level of detail or pressure of deadlines.
The City of Roseville is dedicated to promoting diversity and inclusion in our workforce. The City seeks to be the place where a diverse mix of talented people want to work. We are focused on equity and believe that diversity of race, gender, sexual orientation, religion, ethnicity, age, ability and national origin brings a unique and important perspective to the work we do. We are proud to be an equal opportunity employer.
An Associate's degree or equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this position. 3 years experience working in an office environment. Key characteristics are strong interpersonal skills, office management skills, and strong computer skills with proficiency in word processing, spreadsheets, e-mail, internet applications, and Adobe Professional. Must have strong attention to detail, proof reading, and general office skills. The ideal candidate will have recent municipal clerk/deputy clerk experience including knowledge of federal/state laws and how they relate to municipalities. Preferred qualifications include Certified Municipal Clerk or working toward completion.