DEPUTY CITY CLERK II

JOB DESCRIPTION

DEPUTY CITY CLERK
CITY CLERK’S OFFICE

NEWPORT NEWS, VA

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for performing executive level administrative

responsibilities and functions of the City Clerk's office. This position is also responsible for attending

City Council meetings with the City Clerk or the Chief Deputy City Clerk. Reports to the Chief

Deputy City Clerk.

ESSENTIAL JOB FUNCTIONS

Prepares a variety of documents, letters, and notices using word processing software; updates various

rosters; attests and certifies contracts, leases, agreements, deeds, etc. Receives and responds to calls and

correspondence for City Council and City Clerk; logs City Council members' mail. Maintains a variety

of related calendars and schedules appointments; coordinates with attendees and make necessary

preparations. Makes necessary meeting and travel arrangements for Council. Prepares memos and

attends meetings of City Council, related boards, committees and commissions to record the minutes.

Schedules use of Council Chambers and conference room. Prepares record retention and destruction

forms in accordance with the Library of Virginia.

Update and keep the Boards, Commissions, and Committees (BCC) roster current in iCompass,

tracking the expiration date of board bank applications; and prepare correspondence. Prepare

correspondence for BCC chairs and department heads for appointments, reappointments, and

recommendations. After quarterly appointments, send letters to appointees from the Mayor, City Clerk

and Circuit Court Clerk. Assist appointees with background checks and ensure that oaths are taken in

a timely manner.

Provides support at City Council meetings accepting remarks from citizens and other assistance as

needed. Serves as back-up for preparation and posting adopted legislation for finalization into Civic

Plus web applications.

May supervise part-time Constituent Service Representatives assigned to perform routine

administrative duties in support of City Council members. Interacts with the public to obtain and

provide information and assistance in a variety of circumstances. Screens and responds to inquiries

and complaints; provides information on policies and procedures.

Proofs and edits proclamations and Resolutions of Recognition and Memoriam; initiates preparation

for signatures of Council; coordinates framing for presentation. Prepares purchase requisitions for

PC# 61051, 61951
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services, equipment maintenance, and other supplies. Receipts and pays monthly PO's/P-Card

purchases and processes expenses and related records.

Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community

and the organization through work behaviors demonstrating the City’s Values. Employees are also

expected to lead by example and demonstrate the highest level of ethics.

REQUIRED KNOWLEDGE

• Office Administration – Knowledge of office systems, practices, procedures and administration.

Knowledge of general office equipment and personal computers to include word processing,

spreadsheet, and related software.

• Customer Service – Knowledge of principles and processes for providing customer service. This

includes setting and meeting quality standards for services, and evaluation of customer satisfaction.

• Technology - Considerable Knowledge of office electronic equipment, and computer hardware and

software, i.e., MS Word, Excel, PowerPoint, etc.

REQUIRED SKILLS

• Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related

software to effectively complete a variety of administrative tasks with reasonable speed and

accuracy.

• Interpersonal Relationships – Develops and maintains cooperative and professional relationships

with employees and the public. Handles a variety of customer service issues with tact, diplomacy

and in a confidential manner.

REQUIRED ABILITIES

• Judgement/Decision Making - Ability to use logic and reasoning to understand, analyze, and

evaluate situations and exercise good judgment to make appropriate decisions.

• Communication - Excellent ability to listen and understand directions, information and ideas

presented verbally and in writing. Ability to take and transcribe oral dictation using stenography,

tape recorder, typewriter and other office equipment.

• Accounting/Budgeting – Ability to perform arithmetic, algebraic, and statistical applications.

Ability to employ economic and accounting principles and practices in the analysis and reporting

of data.

• Time Management – Ability to plan and organize daily work routine. Estimates expected time of

completion of elements of work and establishes a personal schedule accordingly. Implements work

activities in accordance with priorities and estimated schedules.

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EDUCATION AND EXPERIENCE

Requires a high school diploma and 5 - 7 years of progressively responsible clerical/ administrative

experience in a municipal setting or an equivalent combination of education and experience.

ADDITIONAL REQUIREMENTS

An acceptable general background investigation to include a local and state criminal history check

and a valid driver's license with an acceptable driving record.

PHYSICAL REQUIREMENTS

• Requires the ability to exert light physical effort in sedentary to light work.

• Some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10

pounds).

• Tasks may involve extended periods of time at keyboard or work station.

SENSORY REQUIREMENTS

• Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.

• Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions.

PC# 61051, 61951
Page 3 of 3 Revised: 02/01/2025