The City of Charlotte is seeking a highly organized, detail‑driven, and professional Deputy City Clerk to support the City Clerk’s Office in delivering accurate records management, election administration, board and commission support, and confidential human resources coordination.
This role is ideal for an experienced executive administrative assistant, board liaison, or municipal administrative professional who thrives in a fast‑paced, public‑facing environment and is ready to step into a position with statutory responsibilities and high standards for accuracy, confidentiality, and professionalism.
Performs responsible administrative, clerical, statutory, and recordkeeping functions in support of the Clerk's office. This position assists with the preparation and maintenance of official records, election administration, licensing, board and commission support, assist with purchasing function, and human resources coordination.
ESSENTIAL FUNCTIONS
Clerk Administration
- Act in the capacity of City Clerk in their absence, including attendance at meetings and signing official documents and preparing City Council agendas, packets, and minutes, and maintaining official records of council actions.
- Act in the capacity of City Clerk in the Clerk's absence.
- Prepare City Council agendas, packets, and supporting materials.
- Attend meetings as requested and record, transcribe, and maintain official minutes.
- Helps ensure accurate and organized maintenance of official records related to council actions, ordinances, resolutions, and contracts.
- Post meeting notices and agendas in compliance with the state laws and city ordinance, regulations and policies.
- Administer oaths of office and serve as a Notary Public.
Board and Commission
- Serve as Clerk to the Planning Commission, including:
- Preparing agendas and meeting materials
- Coordinating public notice requirements
- Attending monthly evening meetings
- Recording and transcribing minutes
- Maintaining official records of Commission actions
- Provide administrative support to additional boards and commissions as assigned.
- Ensure proper posting of agendas, public hearing notices, and legal notices.
Election Administration
- Coordinate and support the conduct of local, state, and federal elections.
- Assist with preparation and maintenance of voter registration rolls.
- Process absentee voter applications and ballots.
- Assist with training and scheduling of election inspectors.
- Maintain election records in compliance with State of Michigan requirements.
- Successfully complete required election training as mandated by the State.
Licensing, Permits and Public Notices
- Assist in the issuance and processing of permits, licenses, leases, and public notices.
- Coordinate required postings and publications.
- Provide information to residents and businesses regarding licensing requirements.
Records and Statutory Compliance
- Assist in the maintenance of official City records, ordinances, resolutions, contracts, and other vital documents in accordance with records retention schedules.
- Assist in processing Freedom of Information Act (FOIA) requests.
- Assists in maintaining document management systems and ensure accurate filing.
- Ensure compliance with statutory deadlines and legal requirements.
Financial and Administrative
- Order office supplies and support the Clerk's Office budget.
- Provide customer service, process mail, schedule meeting rooms, and maintain records filing systems.
- Reconcile employee benefit invoices with the Payroll Clerk's payroll deduction collections on a monthly basis.
Human Resources
Assist City Clerk with all human resource duties including but not limited to:
- Coordination of new hire onboarding process.
- Benefits enrollment and administration.
- HR compliance, training and documentation requirements.
- Maintenance of official and confidential personnel records.
Public Communication & Technology
- Update and maintain the City's website and official social media platforms.
- Post timely announcements, meeting notices, and public information.
- Ensure accurate and effective public communication.
Supervision & Supervisory Responsibilities
- No direct supervision but may train and oversee election/poll workers, seasonal staff, interns or office assistants as assigned.
Education & Experience
- High school diploma or equivalent required
- Minimum 3 years of progressively responsible administrative experience
- Experience supporting a leadership board, commission, or senior leadership team member strongly preferred
- Municipal, legal, HR, or election administration experience preferred
- Associate degree preferred
Knowledge, Skills & Abilities
- Exceptional organizational skills and attention to detail
- Ability to manage multiple deadlines and statutory requirements
- Strong written communication skills, including minute‑taking
- Ability to interpret policies, regulations, and municipal procedures
- Professionalism, discretion, and ability to handle confidential information
- Strong customer service and public‑facing communication skills
- Proficiency with Microsoft Office, Google Workspace, and document management systems
- Experience with municipal software (BS&A) preferred
- Ability to work independently and collaboratively across departments
- Ability to attend evening meetings and extended hours during elections
Licenses & Certifications
- Ability to obtain Michigan Notary Public within 2 months of hire
- Ability to complete State of Michigan election training within 1 year
- MiPMC or CMC certification preferred (or ability to obtain within 3 years)
Pay: $26.24 - $31.11 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
