What are the responsibilities and job description for the Deputy City Clerk position at City of Rochester?
The City of Rochester invites applications for:
Deputy City Clerk
City Clerk's Office
The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.
We believe EQUITYshould be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.
It takes us all working together
Nature of Work
The Deputy City Clerk is a professional, management-level position that works directly with the City Clerk to perform and oversee the Charter and statutory duties of the City Clerk's Office, as well as direct public service functions. This position assumes full responsibility and signature authority in the absence of the City Clerk. Work is complex and varied and includes responsibility for overseeing the day-to-day operations of the City Clerk's Office (CCO) including the direct supervision of the office team. The CCO centers around helping people connect to, work with, understand, and impact their local government. This work is accomplished in part by providing the community with equal access to open and transparent government, and serving as a hub for connecting residents, visitors, and businesses to key City services.
Pay
2024 starting salary is $98,079-$115,388 annually depending on qualifications, with advancement to $144,234.
To have your application considered in the first round of reviews, please apply before April 7, 2025. Applications will be accepted until the position is filled.
The items below are representative of the scope of work performed within this job classification.Serve as primary support/replacement authority to the City Clerk in administration of office operations, execution of City Council agenda production and meeting management, elections administration, and parking ticket administration.
- Attend all City Council meetings with or on behalf of the City Clerk.
- Oversee and administer the City Council Study Session agenda production and meeting experience.
- Ensure elections are handled in accordance with state, federal, and county regulations.
- Respond to information requests from the public, other City departments, and other government agencies relating to data maintained by the City Clerk's Office.
- Oversee the assignment of records management support work to the team.
- Oversee the administration of parking tickets and the contested citation review process.
- Develop, implement, and oversee the execution and maintenance of standard operating procedures for these functions within the City Clerk’s Office in concert with City Clerk teammates.
- Respond to information requests from the public, other City departments, and other government agencies relating to data maintained by the City Clerk's Office.
- Oversee the assignment of records management support work to the team.
- Research, establish and promote administrative policies, including procedures and enterprise standards and techniques, for effective and efficient management of City records.
- Identify issues, gaps, and weaknesses in the program and recommend action plans and solutions to address them.
- Direct the team’s management of the City website in areas related to the City Clerk's Office, the City Council, and other areas as assigned.
- Develop, implement, and oversee office practices to ensure compliance with procurement policies and the handling and retention of bid documents.
- Develop, implement, and oversee standard operating procedures and key performance indicators for service delivery of Clerk’s Office functions including parking violations collections, parking permits, business and miscellaneous licensing, special assessments, and administrative fines.
- Assist in the preparation and management of the departmental budget, monitoring expenditures, and identifying needs for budget modifications.
- Foster a collaborative leadership style that encourages teamwork while promoting individual autonomy that empowers teammates to independently problem solve through issues to resolution.
- Provide professional growth opportunities for all departmental employees.
- Develop and implement effective employee coaching and performance management strategies to ensure the achievement of organizational priorities and to create an environment that encourages innovation, teamwork, employee engagement, fiscal responsibility, and high-quality work output.
- Create expectations and implement strategies that facilitate outcomes for employees to work collaboratively with other City department staff, public agencies, customers, and the community.
- Oversee the recruitment, hiring, and orientation processes for new employees and ensuring strategies are implemented to acquire and retain a diverse workforce.
- Partner with the Human Resources professionals to resolve employment/labor relations issues and participate in collective bargaining agreement negotiations when requested.
- Demonstrate courage in providing direct, real-time, and specific feedback to others and addressing difficult people or situations when they occur.
- Eliminate negative, disruptive, and/or unproductive behaviors that are detrimental to internal team cohesion and productivity and/or effective collaboration with other departments.
- Serve as primary back up to City Clerk in all responsibilities as stated in the City’s Home Rule Charter, City Ordinance, and State law, subject to the direction and control of the City Clerk.
- In the absence of the City Clerk, maintain and secure the official City seal, administer oaths of office or assign others to do so, and hold signature authority.
- Keep current with regulations, laws, administrative rulings, and best practices in accordance with, but not limited to, elections, licensing, MN Open Meeting Law, City Council Rules of Procedure and Code of Conduct, Robert’s Rules of Order, the Minnesota Government Data Practices Act (MGDPA), and general government operations.
- In the absence of the other Deputy City Clerk, oversee the licensing process for all City business licenses, animal permits, alcohol licenses, and special event permits.
Education and Experience
A Bachelor's Degree in public administration, political science, finance, management, business administration, or a closely related field from an accredited college or university, and at least four years of increasingly responsible experience in municipal government, to include at least two years in a supervisory capacity.
An equivalent combination of education and experience to successfully perform the essential duties of the job.
Desirable Qualifications
Possession of, or ability to obtain, an appropriate, valid municipal clerk certification issued by the Municipal Clerks and Finance Officers' Association and/or the International Institute of Municipal Clerks.
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Frequent demands: sitting and fine dexterity.
Occasional demands: walking, standing, bending, kneeling, crouching, carrying, pushing/pulling, climbing, reaching, handling
Sensory requirements necessary in the performance of the essential functions of this position include sight, touch, and hearing.
Environmental conditions that may exist in the performance of the essential functions of this job include NONE (not substantially exposed to environmental conditions)
Salary : $98,079 - $144,234
