Chief Deputy Clerk

CITY OF JEFFERSONVILLE

 

Job Title:

CHIEF DEPUTY CITY CLERK

Department:

City Clerk  Office

Reports To:

City Clerk

Directs Work Of:

N/A

FLSA Status:

Exempt

Pay Grade:

8

Date:

4/1/2022 Rev.

EEO-4 Classification

Administrative Support

Normal Work Hours:

8:30 a.m. to 4:30 p.m.

Normal Work Days:

Monday through Friday

Education and/or Experience

Bachelors or the equivalent of 5 years’ experience in administrative or supervisory experience.

 

 

SUMMARY DESCRIPTION

Under administrative direction, independently performs a variety of responsible,

confidential and complex professional, administrative, technical, programmatic duties in

support of the City Clerk’s Office; assists in preparing City Council agendas and packets,

and alternates as recording secretary for City Council meetings as assigned; assists in

maintaining official City records performs records management functions; This position is DEPUTIZED by the City Clerk to act in the capacity of the City Clerk under the authority of the City Clerk. (see Indiana Code I.C. 36-4-10)

 

SUPERVISION

Receives direction from the City Clerk.

 

ESSENTIAL FUNCTIONS AND IMPORTANT DUTIES

Regarding City Clerk’s Office and Public Documents

1.      Act in the capacity as City Clerk under the authority of the City Clerk.

2.      Attends and participates at state called trainings at request of City Clerk.

3.      With direction of the City Clerk develops, implements, and oversees operational standards and procedures for the City Clerk’s Office.  Revises policies as needed under direction of the City Clerk.

4.      Prepares and distributes official documents for signature by the City Clerk, Mayor, or City Council as directed by City Clerk.

5.      Maintains list of Boards and Commission appointments and expiration dates.

6.      Coordinate and maintain record of State and Local Nepotism letters for City Council.

7.      Generate index of annual Ordinances and Resolutions.

8.      Record receipt of all City contracts and maintain annual physical file.  Request approved contracts as necessary from departments to submit to be uploaded into the City Public Documents Database.

9.      Maintains record management system including the implementation of records retention schedule as outlined by state statute.  Assist public/City Council with location of and obtaining public documents as needed. 

10.  Oversees the recording of received bids and related items.  Maintains files for unsuccessful bids. 

11.  Assists in preparations, administration, and monitoring of assigned budget; compile annual budget requests, recommend expenditure requests for designated accounts.

12.  Type and proofread a variety of reports, letters, correspondence, and statistical charts; types from rough drafts, verbal instruction, or recording machine.  Will independently compose correspondence related to assigned area of responsibility.

13.  Uses a wide variety of computer software and programs; will enter and maintain data and generate reports using data; generate and utilize various forms using word processing and PDF software. 

14.  Attend and take minutes for various committees and board meetings as assigned by the City Clerk.

15.  Acting supervisor of Administrative Assistant.

16.  Prepares and revises Internal Controls Policies and Procedures for the City Clerk’s Office as new office strategies are implemented.

17.  Prepares and revises job descriptions as needed for employees in the City Clerk’s Office.

18.  Researches computer software and databases for use of managing data overseen by the City Clerk’s Office.  Ensures software is up to date, easily accessible and able to be navigated by users.  Trains employees when new software is implemented and develops instruction manuals.

Regarding City Council/Council Chambers

19.  Assist Clerk in preparation and distribute City Council Meeting Packets.

20.  As Deputy City Clerk, attends meetings of the City Council. Prepares Council Chambers for meetings by testing and configuring equipment. Edits audio and video media as needed.  Monitors audio output during the meetings and acts as stenographer during the meeting.  Assists presenters with equipment usage during meeting.  Plans and implements changes as requested by Council working with vendor to order equipment to maximize public transparency for meetings held in Council Chambers.   

21.  Respond to public requests for contact with Council.  Assist residents with identifying their district according to their address and provide them with corresponding information.  Relay information to Council regarding contact requests and concerns.

22.  Coordinates and maintains calendar of events in Council Chambers for City Boards and outside agencies. 

23.  Train stenographers to use equipment, coordinate equipment that is needed for each meeting, and stays for additional meetings as appropriate to provide equipment usage support during meeting. 

Regarding Traffic/Ordinance Violations Bureau

24.  Acts as supervisor/accounting personnel for the City Traffic/Ordinance Violations Bureau.

25.  Reviews letters and forms prepared by Ordinance Violations Clerk prior to being distributed. 

26.  Works directly with Corporate Counsel regarding Traffic/Ordinance Violations.

27.  Develops and implements procedures and controls under supervision of the City Clerk. 

28.  Responds to requests from local attorneys for dispositions of court records from Jeffersonville City Court (Abolished in 2015).  Informs attorneys of records request procedures and coordinates with Clark County Records department to fulfill requests.

29.  Responds to defendant requests for information on active suspensions on their license issued by Jeffersonville City Court. Coordinates with necessary agencies (Clark County Government agencies and BMV) to transfer case information for CM and IF cases.  For suspensions due to an OV case, Deputy Clerk prepares copy of disposition and works with Legal for follow up instructions.  If case is dismissed, prepares and sends all necessary documents to Traffic Department at Clark County to file information to BMV. 

 

QUALIFICATIONS

Knowledge of:

Operations, services, and activities of a municipality including the policies and procedures related to the function and statutory obligations of the City Clerk’s Office.

Business letter writing and basic report preparation techniques.

Modern office procedures, methods, and equipment including computers and related

software applications such as word processing, spreadsheets, and databases.

Office management principles, methods, and procedures.

Principles and procedures of record keeping and filing.

Practices used in minute taking and preparation.

Methods and techniques of proper phone etiquette.

Methods and techniques of public relations.

English usage, spelling, grammar, and punctuation.

Pertinent Federal, State and local laws, codes, and regulations including those governing the maintenance of records by a public agency.

Basic principles and practices of municipal budget preparation and administration.

Mathematical principles.

Research procedures used in searching of public records.

 

 

Ability to:

Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as

necessary to assume assigned responsibilities.

Collaborate with other staff to assist in the development and implementation of goals, objectives, policies and procedures.

Provide information and organize material in compliance with laws, regulations and

policy.

Work cooperatively with other departments, City officials, and outside agencies.

Effectively represent the City to outside individuals and agencies to accomplish the goals

and objectives of the unit.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, or other agencies on sensitive issues in area of responsibility.

Record, edit, upload video to social media of the Council meetings, and distribute minutes to appropriate officials.

Research, compile, and interpret data.

Independently prepare clear, concise, and accurate records, reports, and correspondence.

Operate office equipment including computers and supporting word processing and spreadsheet applications.

Implement and maintain filing systems and records management systems.

Maintain confidentiality of information.

Work independently in the absence of supervision.

Plan and organize work to meet changing priorities and deadlines.

Take responsibility for and exercise good judgment in recognizing the scope of authority

to be exercised in the capacity of a deputy to a public officer.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course

of work.

 

Education/Training:

Equivalent to the completion of a Bachelor’s or Master’s Degree from an accredited college

supplemented by specialized training in office administrative procedures, or a

closely related field.

 

Experience:

Experience involving direct support for executive-level officials, experience

handling a high level of public contact.  Experience must include experience in a municipal or other governmental agency.

 

License or Certificate:

Possession of, or ability to obtain, a commission as a Notary Public if desired.

Possession of, or ability to obtain, certification as a Certified Municipal Clerk if desired.

 

TOOLS AND EQUIPMENT USED

Requires frequent use of personal computer including word processing, database and

spreadsheet programs, and use of telephone, copy and fax machines.

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

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 the

essential functions.

On a continuous basis, sit at a desk and in meetings for long periods of time.

Intermittently twist to reach equipment-surrounding desk. Perform simple grasping and

fine manipulation. Communicate extensively through the use of a telephone and

communicate through written means. Attend evening meetings as required, and may be

required to travel out of the City to attend meetings and/or conferences.

 

Environment: Standard office setting; extensive public contact; may be required to work extended hours including evenings to attend meetings.

Physical: Primary functions require sufficient physical ability to work in an office

setting and operate office equipment.

Vision: See in the normal visual range with or without correction; vision sufficient

to read computer screens and printed documents.

Hearing: Hear in the normal audio range with or without correction.

 

Salary : $52,000