Position Type: Part-Time
Department: Financial Administration / City Hall
Reports To: City Clerk/Treasurer
Supervised By: City Clerk/Treasurer
Pay: $16 - $18 per hour; based on experience
POSITION SUMMARY
The Deputy City Clerk provides administrative, clerical, customer service, and financial support to the City Clerk/Treasurer's Office and assists with the daily operations of City Hall. This position serves as a backup to the City Clerk/Treasurer and will be cross-trained in the various duties and responsibilities normally performed by the City Clerk/Treasurer.
Because the City Clerk's Office is a small municipal office, the Deputy City Clerk may be required to perform a variety of duties outside of the normal day-to-day responsibilities of the position. The successful candidate must be willing and able to learn multiple aspects of municipal government operations and step in to assist the City Clerk/Treasurer when the Clerk is experiencing a heavy workload, is absent, or needs assistance meeting deadlines.
The position requires a high degree of confidentiality, accuracy, organization, professionalism, dependability, and attention to detail.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. City Hall Reception and Customer Service
- Serve as a professional and courteous first point of contact for residents, businesses, visitors, vendors, and other members of the public.
- Answer and direct telephone calls.
- Respond to general questions regarding City services, utility accounts, payments, permits, ordinances, meetings, and other municipal matters.
- Receive complaints and concerns from residents and document or refer them to the appropriate City official.
- Maintain a professional and welcoming City Hall environment.
- Accept and process utility billing payments received at City Hall.
- Operate the City's telephone, computer, printer, scanner, copier, postage equipment, and other office equipment.
2. Utility Billing and Customer Accounts
- Prepare and process monthly utility billing.
- Enter and verify utility meter readings.
- Review billing information for accuracy.
- Process utility payments.
- Post payments to customer accounts.
- Process payments received in person, through the City drop box, by phone, online, or through other approved payment methods.
- Prepare delinquency notices.
- Prepare utility shut-off notices.
- Maintain accurate customer account records.
- Assist customers with questions regarding their utility bills.
- Process account changes, including new accounts, final bills, and address changes.
- Process utility deposits and refunds as directed.
- Maintain confidentiality of customer account information.
- Assist the City Clerk/Treasurer with utility billing corrections and adjustments.
- Research any billing discrepancies.
- Process monthly utility billing reports and reconciliations to provide to City Clerk.
3. Accounts Payable and Financial Administration
- · Warrant Invoices
- · Organize bills and supporting documentation for the City Clerk
- · Match Invoices with Purchase Orders, Receipts, or other supporting documentation.
- · Maintain accurate records of payments and receipts.
- · Assist with budget – related administrative tasks.
Note: The Deputy City Clerk shall perform financial duties only to the extent authorized and directed by the City Clerk/Treasurer and applicable City policies.
4. City Council and Meeting Support
- Assist with preparing City Council meeting materials.
- Assist with posting meeting notices and agendas as required.
- Attend City Council meetings when requested or in City Clerk’s absence.
- Assist with preparing minutes for review by the City Clerk/Treasurer.
- Maintain official meeting records.
- File approved minutes and supporting documents.
5. Records Management and Filing
- Maintain organized electronic and paper files.
- Assist with filing correspondences, invoices, receipts, claims, minutes, ordinances, resolutions, permits, utility records, and other municipal documents.
- Assist with maintaining official City records.
- Assist the City Clerk/Treasurer with records retention and destruction procedures.
- Assist with responding to public records requests as directed.
- Maintain confidentiality of sensitive or confidential information.
- Ensure documents are properly labeled and stored for future retrieval.
6. Correspondence and Administrative Support
- Prepare routine correspondence, letters, notices, forms, and other documents.
- Proofread documents for spelling, grammar, accuracy, and formatting.
- Prepare mailing labels and correspondence.
- Assist with bulk mailings and resident notifications.
- Assist with updating City forms and informational materials.
- Assist with preparation of newsletters, announcements, and other City communications.
- Respond to routine correspondence as authorized by the City Clerk/Treasurer.
- Maintain professional communication with residents, vendors, contractors, government agencies, and other organizations.
7. Permits, Licenses, and Municipal Forms
- · Provide applications and forms to residents.
- · Receive completed applications.
- · Review applications for completeness.
- · Assist with maintaining permit and license files.
- · Collect applicable fees.
- · Assist with building, zoning, nuisance, special event, animal, or other municipal administrative paperwork as applicable.
- · Refer questions requiring interpretation of ordinances or City policy to the City Clerk/Treasurer, Mayor, or appropriate City official.
10. Social Media, and Public Information
- · Post meeting agendas, notices, and other public information.
- · Assist with preparing community announcements.
- · Assist with updating forms and downloadable documents.
- · Assist with maintaining accurate contact information and City information.
- · Assist with social media or other City communication platforms, if applicable.
11. General Office Responsibilities
- · Maintain an orderly and professional City Hall office.
- · Order office supplies as authorized.
- · Monitor office supply inventory.
- · Assist with mail distribution.
- · Sort incoming and outgoing mail.
- · Make copies and scans.
- · Prepare documents for filing.
- · Maintain office equipment and report problems.
- · Assist with special projects.
- · Perform other clerical duties as assigned.
Pay: $16.00 - $18.00 per hour
Benefits:
Work Location: In person
