Job Type
Full-time
Description
Position : Deputy City Clerk
Department : City Clerk
Employment Status : Permanent - Full Time - Non-Exempt
Compensation : $20.37 / hour
DEFINITION / SUMMARY :
The Deputy Clerk is an integral part of the city team and will serve as the first impression for the Clerk's office. Under the direct supervision of the City Clerk, the Deputy Clerk assists various Department Heads in the many facets of local government, including assisting the City Clerk in elections, maintaining accurate city files and public records, and assisting with city Board and Commission membership and appointments, the Police Civil Service Commission, and Fire Civil Service Commission by performing clerical and secretarial duties as directed. Serves as back-up to the City Clerk.
KNOWLEDGE :
- Current office policies, practices and procedures, including data entry.
- Record keeping and filing practices and procedures.
- Excellent knowledge of English grammar, spelling, punctuation, and composition.
- Basic bookkeeping.
- Customer service procedures, techniques, and objectives.
- Operation of a personal computer and job-related software applications.
- Acquire a solid understanding of the City Charter, ordinances, resolutions and policies.
- Demonstrate knowledge of laws, rules and regulations affecting City government.
SKILLS / ABILITIES :
Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports.Provide effective customer services with patience and accuracy.Ability to work with people from diverse backgrounds and cultures.Attention to detail.Demonstrate the highest ethical character and always act in the most professional manner possible.Communicate effectively, verbally and in writing, and establish effective working relationships with City staff, state and county officials, elected officials and the general public and to maintain strict confidentiality.Use good judgment, initiative and resourcefulness when dealing with employees, elected officials, and the public.Show significant ability to analyze information and develop alternatives for consideration.Practice teamwork and add value to City operations consistent with City Council goals.Ability to understand and work with the Morgantown City Code and WV State Code.Establish and maintain accurate records and files, both computerized and hardcopy.Follow verbal and written instructions.Work independently and exercise initiative, with general guidance and supervision.Use good judgment to make sound and reasonable decisions and problem-solving skills to respond to customer service needs in accordance with laws, ordinances, regulations and established policies.Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.Demonstrate integrity and ingenuity in the performance of assigned tasks and in solving problems.Perform all duties in accordance with City policies and procedures and WV State Law with regard for personal safety and that of other employees and the public.LICENSURE / CERTIFICATIONS : Should be willing to work toward certification as a Certified Municipal Clerk (CMC) from the West Virginia Municipal Clerk's Association / International Institute of Municipal Clerks.
EXTERNAL CONTACTS WITH PUBLIC AND OFFICIALS :
Work is typically varied and includes significant inter and intra governmental and public contact.ESSENTIAL DUTIES :
Employee may be called upon to do any or all the following essential functions. These examples do not include all the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Serves as backup for the City Clerk at City Council meetings.Arranges and publishes notices of meetings, records minutes of proceedings upon request and maintains accurate and complete records of all actions.Prepares and coordinates city council agendas and assembling packets for distribution to Mayor, city council, media, and city staff.Assists City Clerk with municipal elections.Prepares various documents and correspondence for the City Clerk's office.Performs designated duties of City Clerk in Clerk's absence, including certifying documents for city personnel and public upon request.Performs a variety of clerical duties. Notifies boards and commissions of appointment renewals, notifies Mayor and city council of vacancies.Works with state and county agencies and other municipalities to solicit and provide information. Notarize officials' signatures.Answers public inquiries by telephone, in person, and mail.Maintains and updates records and documents and adheres to the records retention requirements in accordance with the West Virginia Municipal Records Retention Schedule.Record and transcribe meeting minutes, which may from time to time require the ability to speak publicly.Prepare correspondence, reports and other written materials using an automated system with speed and accuracy.WORKING CONDITIONS / PHYSICAL REQUIREMEMTS :
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 regularly required to sit which may periodically be for extended periods of time. The employee is occasionally required to travel to other locations. The employee must regularly lift and / or move items of light weight and may occasionally lift and / or move items of moderate weight.
Requirements
MINIMUM QUALIFICATIONS :
Relative bachelor's degree.An equivalent combination of education and experience may be considered.Three (3) years of progressively responsible administrative support experience including automated system record keeping, minute taking and researching files which includes considerable public contact is required.Five (5) years of office type work may be substituted for qualifications and / or skills / abilities noted in job description.TESTS REQUIRED :
Clerical ProofreadingPREFERRED QUALIFICATIONS :
Five years of related work experience.Certified Municipal Clerk Certification.EDUCATION :
Relevant bachelor's degree.An equivalent combination of education and experience may be considered.
Salary : $20
