The purpose of this job is to support the City Clerk’s office by supervising administrative functions; preparing and maintaining legislative and other records, responding to requests for information; maintaining the membership of numerous boards and commissions; and performing complex clerical work for the Mayor and City Council as necessary. The Deputy City Clerk exercises independent judgment, maintains a high degree of professionalism, and anticipates the needs of the office.
Essential Duties and Responsibilities - The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description
- Supports the City Clerk in the development and implementation of departmental initiatives, goals, and operations.
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Supervises, manages, and evaluates assigned employees and makes decisions about hiring, and discipline of employees; prioritizes and assigns work; develops and oversees employee work schedules and approves time away from work; provides and/or facilitates employee training and development; addresses employee concerns and/or problems; counsels and/or disciplines as appropriate; completes employee performance appraisals; determines or makes recommendations regarding new hire salaries; and acts as liaison between employees and management.
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Assists in preparing City Council agendas and meetings and attends City Council and other meetings, including evening meetings, as necessary.
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Processes the results of Council Meetings in compliance with City Charter, ordinances, and resolutions. Maintains a journal of meeting proceedings, authenticates ordinances and resolutions, and records in full. Ensures information is publicly available in a timely manner.
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Performs a variety of complex and routine administrative tasks to assist the City Clerk, the Mayor, and the City Council.
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Responds to requests and provides assistance to the public and city staff. Collects information for Mayor and City Council inquiries, proclamations, and other requests. Processes complaints or appeals received against police officers, and fields complaints or problems received. Forwards or handles matters, as appropriate.
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Maintains various databases, including the board and commission membership database and the legislative records database.
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Manages special projects.
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Regular and reliable attendance is a necessary and essential function.
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Assumes responsibilities and powers and performs all duties of the City Clerk in his/her absence.
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Performs other duties as assigned.
Supervisory Responsibilities
Work requires supervising assigned administrative staff, including providing input on hiring, issuing formal discipline, conducting performance evaluations, and realigning work as needed. Such authority is not merely of a routine or clerical nature, but requires the use of independent judgment.
Human Collaboration and Job Impact - This area describes the personal interaction with others outside direct reporting relationships as well as the impact the job has on organization, the department or unit objectives, the output of services, or employee or public satisfaction
- Interactions may result in decisions regarding implementation of policies. Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may involve stressful, negative interactions with the public requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.
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Interactions have a significant impact on the organization in terms of time, money, or public/employee relations.
Fiscal Responsibility
- Position has moderate fiscal responsibility.
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May be responsible for managing division budget, billing, accounting of funds, and/or handling and balancing of cash.
Education and Experience - An equivalent combination of education, training and experience will be considered
Education and Experience
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High school diploma or equivalent required.
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Associate’s Degree or 2 Years of College preferred.
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3 to 5 years’ experience in public administration, municipal and legislative functions, or related work.
Licenses or Certifications
Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position
Knowledge of:
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City Charter, City Code, and State Statutes; Sunshine Laws.
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Basic business English usage, including the meaning and spelling of words, rules of composition, and grammar.
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General office practices and administrative procedures, records management, and administration techniques and procedures.
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Common business software applications such as Microsoft Office and the Google Suite.
Skill in:
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Communicating verbally and in writing to meet the needs of the audience.
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Leading and training other employees.
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Utilizing applicable software and operating electronic filing, legal research, and codification software programs.
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Collecting, organizing, and analyzing complex and/or technical data.
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Conducting research and gathering information from various sources.
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Organizing and prioritizing multiple assignments and meeting strict deadlines.
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Maintaining accuracy and attention to detail.
Ability to:
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Use and maintain complex databases, and use spreadsheets for sorting data.
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Effectively plan and delegate the work of others, and train and/or supervise the work of others.
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Interpret and apply policies, procedures, and instructions accurately.
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Analyze issues and resolve problems through the exercise of good judgment.
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Process and handle confidential information with discretion.
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Handle difficult and stressful situations with professional composure and maintain effective interpersonal relationships.
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Provide high levels of effective customer service.
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Work independently, manage time, and meet firm deadlines.
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Recognize, analyze, and solve a variety of problems.
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Regularly use a computer, software, phone, and related office equipment.
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Attend evening meetings when necessary.
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job
Work Environment
- Office or similar indoor environment – Frequently or Often
Exposures
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Individuals who are hostile or irate – Sometimes
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- This position is relatively free from unpleasant environmental conditions or hazards and is generally sedentary.
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Incumbents may be required to exert up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly have to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Starting Salary
$28.65-$35.25 per hour; Commensurate with experience
Number of Positions Available
1
Deadline to Apply
08/10/2026
Special Instructions to Applicants
The City of Columbia City Clerk’s Office is seeking a detail-oriented person who can excel in a deadline-driven, collaborative team environment. Hours are 8a-5p Mon-Fri with the potential for some evening hours. Reliable and regular attendance is necessary in this small office environment.
Notice to Applicants
Individuals needing accommodation to apply may call 573.874.CITY (2489)
TTY: 711 (MO RELAY)
THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER: MALE / FEMALE
THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING
The City of Columbia participates in the federal E-Verify work authorization program
