Deputy City Clerk

The ideal candidate for Deputy City Clerk will be an experienced and detail-oriented professional with a strong foundation in municipal government operations—particularly in the areas of agenda management, public records, and elections administration. They will possess at least three (3) years of government experience, with a minimum of two (2) years specifically within a City Clerk’s Office. We are looking for a collaborative leader who thrives in a fast-paced environment and is capable of managing competing priorities with professionalism and poise. The ideal candidate will bring demonstrated supervisory experience and a proactive approach to team development, communication, and process improvement. They will be highly organized, self-motivated, and adaptable—someone who values accuracy, transparency, and service excellence. Strong technical proficiency in Microsoft Office Suite and records and agenda management software (such as AgendaQuick or similar platforms or Lasere) is essential, as is the ability to create and review meeting minutes with precision. A college degree is preferred. The ideal candidate will either currently hold or be committed to obtaining the Certified Municipal Clerk (CMC) and Arizona Municipal Elections Official certifications within two years of hire.

• The Deputy City Clerk assists the City Clerk in the planning and implementation of the activities and operations of the City Clerk's office to provide objective, accurate and responsive administration of City Council proceedings, official city records, city elections, liquor licenses, special events, and administration of the city's boards, commissions and committees program.
• Provides specialized administrative support including reviewing documents for accuracy, conducting research, providing an analysis of functions, documents and processes and completes reports and correspondence as necessary. Creates Council meeting agendas, attends meetings, takes minutes, and ensures meeting follow-up is completed timely and is legally compliant.  Oversees posting of all Council and Board/Commissions and Committees agendas and minutes and ensures compliance with all Open Meeting Law requirements. Processes or oversees processing of liquor license applications including any presentations to Council. Assists in overseeing the active Boards, Commissions, and Committees process to ensure board members are appointed and oaths conducted timely.
• Manages staff by planning and prioritizing tasks, ensuring policy and procedure compliance, recommending changes and adjustments to job descriptions and objectives, monitoring performance, mentoring staff and encouraging professional development of staff.  Completes performance appraisals and other personnel documents as required including any disciplinary action necessary.
• Manages department operations by reviewing and evaluating budget requests, assists in preparation of department budget, administers the operating budget, monitors expenditures, implements financial goals and objectives, reviews, creates, monitors and makes recommendations for changes to policies and procedures for operations, and prepares statistical reports which may include an analysis. Oversees staff in the receipt and processing of special event applications, liquor license applications and renewals, Notice of Claims, legal advertising, and digital recordings.
• Assists City Clerk in all election activities, including pre-election day and post-election day requirements and activities which may include preparing a publicity pamphlet, candidate packets, election materials, forms and handbooks ensuring compliance with election regulations, overseeing filings communicating election laws and practices to candidates and elected officials and assisting with staffing levels, assignments, voter registration, early balloting and general inquiries. Monitors legislative action related to elections and campaign finance, monitors Campaign Finance reports, works with Initiative, Recall, and Referendum elections.  Acts as Election Official during the absence of the City Clerk. Attends annual and periodic election training and provides guidance and training to City Clerk staff.
• Oversees records management and the development, organization and maintenance of an ongoing organization-wide records management program.  Coordinates, monitors and responds to public records requests.  Ensures compliance with rules, regulations and best practices established by the Arizona State Archives, Library and Public Records.  Manages staff in their development of records management training.
• Maintains community, city, state relations by serving in a leadership role on various boards, committees and professional organizations.   Interacts with elected officials, City Council candidates, members of the public, City staff, and various external agencies on a variety of issues, including complex, sensitive, or confidential matters.

• Formal Education/Knowledge:  Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two year associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school.  Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience:  Minimum three years experience in a related field.
• Certifications and Other Requirements:  Notary
• Reading:  Work requires the ability to read specific vocational, administrative, or technical documents, City code, ordinances, resolutions, annexations, state statutes, meeting minutes, staff reports, election manual, liquor permits, all at a college level.
• Math:  Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division. The ability to perform general accounting and budget analysis including credit card statements, travel arrangements and per diem, all at a college level.
• Writing:  Work requires the ability to write meeting minutes, staff reports, presentations, general correspondences, memorandums, letters, all at a college level.
• Managerial:  Semi-complex - Work requires supervising and monitoring performance for a regular group of employees including providing input on hiring/disciplinary actions and work objectives/effectiveness, performance evaluations, and realigning work as needed.  A first line supervisor typically performs these functions.
• Budget Responsibility:  Moderate - Oversees budget preparation of a program budget.  Reviews and approves expenditures of significant budgeted funds for the department or does research and prepares recommendations for city-wide budget expenditures
• Policy/Decision Making:  Moderate – The employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Projects and daily work are managed with little oversight, however special assignments and significant work products may be reviewed upon completion. Typically, positions in this category are supervisor to mid-management jobs.
• Technical Skills:  Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization
• Interpersonal/Human Relations Skills:  Moderate - Interactions at this level typically result in recommendations regarding policy development, changes in policy, and implementation of policies. Interactions at this level are typically concerned with providing communications at higher levels of organizational operations and may utilize activities such as evaluating customer satisfaction, developing cooperative associations, and allocating resources to improve work operations, work quality, overall achievement of organizational goals and objectives, and customer satisfaction.

Deputy City Clerk

12-Month Objectives

Within the First 3 Months:

• Familiarize yourself with city systems, policies, procedures, department goals, and performance measures. Develop a comprehensive understanding of the City Clerk’s Office functions, including open meeting law, public records law, and municipal election requirements.
• Build relationships with team members by establishing a regular cadence for 1:1s, team check-ins, and team-building activities.
• Begin relationship-building with key city departments, including but not limited to Legal, IT, Communications, and leadership team.
• Learn the city’s agenda management system and begin assisting in the creation of agendas, minutes, and supporting materials for Council meetings.
• Attend all Regular City Council Meetings and Work Sessions (as needed) and become familiar with relevant systems such as OpenMeeting, Open.Media, AgendaQuick, iPads, microphones, etc.
• Attend a Clerk Institute or Clerk Academy Training.
• Attend the Annual Clerk Conference and Elections Training.
• Obtain and/or maintain Arizona Notary Public certification.
• Become an active member of:
  • Arizona Municipal Clerks’ Association (AMCA)
  • International Institute of Municipal Clerks (IIMC)

Within the First 6 Months:

• Prepare Candidate Handbooks and participate in Candidate Information Meetings.
• Assist the City Clerk with all municipal election logistics and deadlines, including public notices, contracts, campaign finance reporting, and website maintenance and development.
• Draft the City Council Meeting Calendar for the upcoming year.
• Become proficient in Secretary duties for various Boards, Committees, and Commissions, including the Public Safety Personnel Retirement Board.
• Serve as a core team member for the project to replace the city’s electronic records management system.

Within the First 12 Months: 

• Conduct a review of current administrative and operational processes and make recommendations for improvements. Oversee updates to Standard Operating Procedures (SOPs).
• Collaborate with department leadership to help finalize department strategic plan, including project timelines and performance metrics. Lead identified future projects and motivate team to take initiative in their area of responsibility.
• Identify opportunities to track, measure, and report on workload and service delivery metrics (e.g., agenda item volume, records requests, election tasks, etc.).
• Obtain and maintain the following certifications:
  • Certified Municipal Elections Official (through AMCA)
  • Secretary of State Election Official Training
• Review the city’s Boards, Committees, and Commissions structure and assist with the management of terms, vacancies, and recruitment processes.
• Lead or coordinate ongoing training opportunities for Clerk staff and other department support staff.
• Gain an understanding of the department budget and assist the City Clerk in developing future funding requests (e.g., technology upgrades, staffing needs, training costs).
• Lead public outreach/communication plan for candidate election.

Salary : $84,046 - $124,767