What are the responsibilities and job description for the Deputy City Clerk position at City of Osage Beach?
JOB
GeneralThe Deputy City Clerk will assist the City Clerk in maintaining the day-to-day operations of the City Clerk’s Office. The Deputy City Clerk shall be responsible for supporting the City Clerk in various administrative and clerical tasks, including records management, election coordination, and public inquiries. This position will also play a key role in ensuring transparency and accessibility of city documents to the public. Additionally, the Deputy City Clerk functions as the City Clerk, Accounts Receivable Clerk and/or Municipal Court Clerk in the event of their absence. Thus, this position shall be adequately trained in the daily responsibilities of all positions. This role requires a high level of organizational skills, the ability to handle sensitive information with discretion, and excellent communication abilities. The ideal candidate will have experience in public administration, a strong understanding of municipal operations, and a commitment to serving the community.Supervision ReceivedThe Deputy City Clerk is responsible to and held accountable by the City Clerk. In the City Clerk’s absence, the Deputy City Clerk shall report to the City Administrator and/or the Assistant City Administrator.Supervision ExercisedNot Applicable.
EXAMPLE OF DUTIES
Examples of Essential DutiesThe following examples are meant to be illustrative only and are not intended to be all-inclusive: Answer inquiries regarding ordinances and other City related documents.Assist in assembling, posting and distributing board meeting packets.Draft correspondence, proofread typed materials, and check documents for accuracy.Process new and renewal license applications for contractors, dogs, businesses, alcohol beverage sales, and garage/yard sales.Assist in preparing bid notices and bid openings.Assist in registering voters.Assist in updating the City website as it pertains to the City Clerk’s Department.Updating Board of Aldermen information including meetings, packets, ordinances, bid information, etc.Provide assistance at the front window, receive and refer callers to other departments, and provide information to the public by phone and in person. May be required to sort and open mail, order supplies, aid other departments, and assist in other routine office procedures.Transcribe and prepare for meetings or otherwise act as Secretary on other City-affiliated boards and commissions as assigned.Assist the City Administrator’s Office, Mayor and Board of Aldermen with research, clerical, and administrative tasks, etc.Perform the regular duties of the City Clerk in his/her absence with the exception of all supervisory and budgetary responsibilities being allocated to the City Administrator until the City Clerk’s return. These duties include, but are not limited to, the following: Ensure department daily functions proceed as normal.Assist other departments in record requests.Research and access documents for review.Transcribe and prepare various meeting minutes.Perform the regular duties of the Accounts Receivable Clerk in his/her absence or as directed by the City Clerk. These duties include, but are not limited to, the following: Process payments and research accounts receivable for all City departments including credit card payments, airport transactions, ambulance billings, park deposits, etc.Prepare front register for transactions, balance cash drawers, run end-of-day payment processing and reports, and prepare daily bank deposits and take to bank.Answer phones and service front counter as needed.Perform the regular duties of the Municipal Court Clerk in his/her absence or as directed by the City Clerk. These duties include, but are not limited to, the following: Process the court docket—scheduling trial, pretrial, and arraignment dates.Prepare, type, or otherwise process waivers, guilty plea forms, complaint information forms, bonds, citations, docket sheets/labels, and subpoenas.Respond to questions regarding the Municipal Court procedures in person, by telephone, or in correspondence from a wide variety of sources.Maintain records according to the record retention program in place.Process and record fine payments including credit card payments.Respond to requests for information and assistance from the City Prosecutor. Balance cash drawer, run reports, and perform end of day payment process.Maintain adequate knowledge of all court-related software.
GeneralThe Deputy City Clerk will assist the City Clerk in maintaining the day-to-day operations of the City Clerk’s Office. The Deputy City Clerk shall be responsible for supporting the City Clerk in various administrative and clerical tasks, including records management, election coordination, and public inquiries. This position will also play a key role in ensuring transparency and accessibility of city documents to the public. Additionally, the Deputy City Clerk functions as the City Clerk, Accounts Receivable Clerk and/or Municipal Court Clerk in the event of their absence. Thus, this position shall be adequately trained in the daily responsibilities of all positions. This role requires a high level of organizational skills, the ability to handle sensitive information with discretion, and excellent communication abilities. The ideal candidate will have experience in public administration, a strong understanding of municipal operations, and a commitment to serving the community.Supervision ReceivedThe Deputy City Clerk is responsible to and held accountable by the City Clerk. In the City Clerk’s absence, the Deputy City Clerk shall report to the City Administrator and/or the Assistant City Administrator.Supervision ExercisedNot Applicable.
EXAMPLE OF DUTIES
Examples of Essential DutiesThe following examples are meant to be illustrative only and are not intended to be all-inclusive: Answer inquiries regarding ordinances and other City related documents.Assist in assembling, posting and distributing board meeting packets.Draft correspondence, proofread typed materials, and check documents for accuracy.Process new and renewal license applications for contractors, dogs, businesses, alcohol beverage sales, and garage/yard sales.Assist in preparing bid notices and bid openings.Assist in registering voters.Assist in updating the City website as it pertains to the City Clerk’s Department.Updating Board of Aldermen information including meetings, packets, ordinances, bid information, etc.Provide assistance at the front window, receive and refer callers to other departments, and provide information to the public by phone and in person. May be required to sort and open mail, order supplies, aid other departments, and assist in other routine office procedures.Transcribe and prepare for meetings or otherwise act as Secretary on other City-affiliated boards and commissions as assigned.Assist the City Administrator’s Office, Mayor and Board of Aldermen with research, clerical, and administrative tasks, etc.Perform the regular duties of the City Clerk in his/her absence with the exception of all supervisory and budgetary responsibilities being allocated to the City Administrator until the City Clerk’s return. These duties include, but are not limited to, the following: Ensure department daily functions proceed as normal.Assist other departments in record requests.Research and access documents for review.Transcribe and prepare various meeting minutes.Perform the regular duties of the Accounts Receivable Clerk in his/her absence or as directed by the City Clerk. These duties include, but are not limited to, the following: Process payments and research accounts receivable for all City departments including credit card payments, airport transactions, ambulance billings, park deposits, etc.Prepare front register for transactions, balance cash drawers, run end-of-day payment processing and reports, and prepare daily bank deposits and take to bank.Answer phones and service front counter as needed.Perform the regular duties of the Municipal Court Clerk in his/her absence or as directed by the City Clerk. These duties include, but are not limited to, the following: Process the court docket—scheduling trial, pretrial, and arraignment dates.Prepare, type, or otherwise process waivers, guilty plea forms, complaint information forms, bonds, citations, docket sheets/labels, and subpoenas.Respond to questions regarding the Municipal Court procedures in person, by telephone, or in correspondence from a wide variety of sources.Maintain records according to the record retention program in place.Process and record fine payments including credit card payments.Respond to requests for information and assistance from the City Prosecutor. Balance cash drawer, run reports, and perform end of day payment process.Maintain adequate knowledge of all court-related software.
