NBF-ChfDCC-CTY Chief Deputy City Clerk

SALARY: up to $63,000-$68,000/annually

POSITION SUMMARY:
The Chief Deputy City Clerk (Chief of Staff) serves as an administrative arm of the City Clerk by
ensuring the preparation and maintenance of records pertaining to the business conducted by Common
Council members. Attends all Common Council meetings and acts in the capacity of Clerk as
designated by City Ordinance and in the absence of the elected City Clerk. Also functions as fiscal
officer overseeing finance, payroll, and purchasing for the office.

SUPERVISION EXERCISED: Responsible for overseeing office functions and supervision of staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
? Calculates quarterly reports for Councilor's, approves payment of bills, processes purchase
orders and payments of such.
? In absence of Clerk, adheres to City policy on hiring and termination of staff; reviews and
evaluates staff work and performance; coordinates and supervises daily activities of the staff,
workload, and assignment or re-assignment of projects as needed.
? Assists Committee Chairs with special projects, including event planning and coordinating,
organizing and delegating tasks, recordkeeping, and correspondence distribution.
? Serves as committee clerk organizing and recording assigned committee proceedings, and in
conjunction with the City Clerk Secretary, transcribing minutes as needed.
? Researches and creatively composes formal presentations recognizing various people or
agencies for diverse accomplishments.
? Prepares a keepsake of wedding vows when City Clerk performs weddings.
? Maintains statistics of items handled, i.e. number of individuals sworn-in, committee meetings
scheduled, etc.
? In the absence of the City Clerk, perform all necessary duties including administering sworn
Oaths of Offices using City Seal.
? In conjunction with the Deputy Clerk, creates and implements administrative office procedures,
systems for storage and indexing of active and archived files, the Legal Department practice
management system, and Legal Department forms.
? Supervises administrative support staff: ensures adequate staffing, identifies and resolves
issues, and provides opportunities for training and professional development.
? Prepares and submits all required employee payroll documents, maintains department
personnel files and leave/vacation calendar, and provides orientation to new staff members.
? Audits bi-weekly employee payroll records and ensures necessary corrections are made.
? Assists with preparation of yearly budget; processes invoices; prepares accounts payable
vouchers and employee reimbursement documents; and maintains files of paid expenses.
? Arranges seminar reservations and associated travel.
? Supervises the filing of legal documents with government agencies and courts.
? Coordinates or participates in special projects as assigned.
? Manages the Clerk's and Council's internship program.
? Serves as back up to City Clerk, and also to Ordinance Violations Bureau Clerk, as needed.

NON-ESSENTIAL/MARGINAL FUNCTIONS: ? Answers phones, assist customers, and performs other administrative duties.

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty in a
satisfactory manner. The Office must be open at 8:00am to perform the essential duties of the role
which requires the individual in this role to begin work at 8:00am. The Office is open Monday-Friday
to the public from 8:00am-4:30pm. The Office of the City does not have a remote work from home
policy which requires this position duties and responsibilities to be executed in person. The
requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions

EDUCATION AND EXPERIENCE:
? BS/BA degree or equivalent education and experience required.
? At least five years of administrative and management experience with familiarity with
accounting, human resources, legal, and/or governmental operations preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:
? Ability to work flexible hours including evenings in order to attend City Council and
Committee meetings, both on and off-site.
? Strong oral and written communication skills.
? Skilled at establishing and maintaining effective working relationships.
? Well-honed people management skills poised and capable of gaining trust while influencing
positive organizational outcomes.
? Knowledge of research methods, data analysis, and preparation of reports.
? Detail oriented and organized with the ability to handle multiple tasks and meet deadlines in a
fast-paced environment.
? Strong computer skills including MS Office, Apple products, SharePoint, and Crystal Reports preferred.


CERTIFICATES, LICENSE, REGISTRATION:

? Municipal Clerk Certification preferred.

EQUIPMENT:
Desktop and laptop computer; telephone, fax machine, copier, and scanner.

PHYSICAL DEMANDS:
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.
While performing the duties of this job, the employee is frequently required to sit and walk, and talk or
hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools
or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in
this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:
Work is performed in office settings, with moderate inside temperatures. The noise level in the work
environment is usually quiet to moderate in the office. Entire office is smoke free.

Pre-employment drug screen, background check

Equal Opportunity Employer