What are the responsibilities and job description for the Deputy City Clerk position at City of Upper Arlington?
Description
JOB RESPONSIBILITIES: As part of the City Clerk’s Office team, reporting directly to the City Clerk, this position assists the City Clerk in providing meeting coverage and minutes, which accurately reflect the policy, recommendations and decisions of City Council, Boards, and Commissions. The Deputy City Clerk also assists the City Clerk with the City’s Records Management Program, including processing public records requests, drafting records retention schedules and policies. The Deputy City Clerk shall serve in the place of the City Clerk in his or her absence.
The City of Upper Arlington is an equal opportunity employer, striving to foster an equitable and inclusive work environment.
Examples of Duties
ESSENTIAL FUNCTIONS: For purposes of 42 USC 12101:
- Attends meetings of City Board, Commissions, City Council, and City Council subcommittees and assigned task force meetings as directed.
- Prepares and compiles meeting materials for City Boards, Commissions, and City Council meetings, including agendas, public notices, legislation, minutes, and other meeting materials in conformance with agenda deadlines and within targeted turn-around times.
- Assists with public records requests for the City; redact sensitive information as required; provides records to requesters in compliance with the Ohio Public Records Act.
- Administers records retention and disposal program; arranges and schedules off-site storage access.
- Proofs and edits documents generated by the City Clerk's Office; in conjunction with the City Clerk, ensures that City public meetings records are accurately archived.
- Acts as the City Clerk in his or her absence.
- Performs special assignments as requested, to include researching and preparing reports and projects.
- Assists with evaluating and implementing technology solutions for efficiency, including, but not limited to digital storage and retrieval of permanent City records; agenda material production; meeting management.
- Prepares general clerical and administrative duties in support of department management and operations (e.g., answers phone calls and emails; assists City Clerk with related correspondence, memos, forms, mayoral proclamations, reports, filing, and light maintenance of office equipment, scans documents, distributes mail, schedules appointments, sets up and prepares meeting rooms, Council Chambers and other areas for meetings.
- Maintains licenses and certifications as required, if any.
- Demonstrates regular and predictable attendance.
- Meets all job safety requirements and all applicable safety standards that pertain to essential functions.
Performs other duties as required.
Typical Qualifications
QUALIFICATIONS:
Associate’s Degree in a relevant field (Bachelor’s Degree in relevant field preferred) and relevant local government experience, including municipal government experience, or any combination of training, education or experience to perform the essential functions of the position.LICENSURE OR CERTIFICATION REQUIREMENTS:
- Notary Public (must obtain within one year of employment)
- Sunshine Law Training Certificate (must obtain within three months of employment)
Supplemental Information
Knowledge of:
- Records Management.
- Municipal laws, ordinances, and various codes.
- City government operations.
- All computer applications and hardware related to performance of the essential functions of the job including Microsoft Windows-based software.
- General office procedures, policies and practices, as well as basic knowledge of other general office equipment.
- Methods and techniques of research, statistical analysis, and report presentation.
Skill in:
- Strong verbal and written communication skills for interacting professionally with residents, elected officials, and staff.
- Active listening, problem-solving, and the ability to handle inquiries with patience, empathy, and discretion.
- Proficiency in preparing accurate minutes, correspondence, and other written materials.
- Excellent proofreading skills, including grammar, punctuation, and spelling.
- Strong organizational skills, attention to detail, and ability to prioritize tasks and meet deadlines with minimal supervision.
- Ability to use discretion, tact, and independent judgment within established guidelines.
- Skilled in analyzing administrative issues, researching and summarizing data, and applying logical thinking to solve problems.
- Typing proficiency of 65 words per minute.
Ability to:
- Carry out instructions in basic written, oral, or picture form.
- Interpret a variety of instructions in basic written, oral, picture, or schedule form.
- Deal with problems involving several variables within a familiar context.
- Define problems, collect data, establish facts, and draw conclusions.
- Exercises independent discretion.
- Read, copy, and record figures accurately.
- Complete routine forms.
- Prepare routine correspondence.
- Compiles and prepares reports.
- Prepare accurate documentation.
- Research and collect data.
- Respond to routine inquiries from the public and/or officials.
- Demonstrate awareness of and an ability to effectively use communication that overcomes socio-cultural and lingual barriers, to be aware of verbal and nonverbal forms of communication, and listen and adapt approach to fit audience.
- Comprehend simple sentences with common vocabulary.
- Understand a variety of written and/or verbal communications.
- Arrange items in numerical or alphabetical order.
- Sort items into categories according to established methods.
- Maintain records according to established procedures.
- Answer routine telephone inquiries.
- Cooperate with coworkers.
- Develop and maintain effective working relationships.
- Travel to and gain access to work site.
- Work evenings, nights and weekends, as required.
Personal computer, computer software (e.g., Microsoft Office); printer, copy machine, scanner, other standard business office equipment.
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); routinely required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; regularly required to lift, carry, push, or pull objects 20 lbs. or less.
Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.
CITY VALUES:
Incumbent must model the following established city values: Teamwork/Collaboration, Integrity, Service, Leadership, Communication, Growth, Professionalism and Ethics.
The City of Upper Arlington offers an extensive benefits package. Benefits include:
- Paid Leave: Vacation, Sick, Personal, Holidays, Bereavement
- Health Insurance: Choice between Traditional PPO plan and High Deductible Plan with a Health Savings Account
- Dental Insurance with Delta Dental of Ohio
- Vision Insurance with Eyemed
- Group Term Life Insurance with option to purchase supplemental coverage
- Voluntary Pet Insurance
- Service Credit Compensation
- Deferred Compensation Savings Plans
- Wellness Program
- Employee Assistance Program
