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HomeMy WebLinkAboutDeputy City ClerkUpdated: December 2024 CITY OF IOWA CITY – JOB DESCRIPTION Position Title: Deputy City Clerk Department: City Clerk’s Office Division: City Clerk’s Office Supervisor: City Clerk FLSA: Non-Exempt Civil Service: No Pay Grade: 25 Job Number: 2501 Job Summary Maintains City Council minutes, Council proceedings and City Clerk records on the web site electronically and in paper copy. Issues permits and licenses as required. Performs duties of, and serves, as Acting City Clerk in the City Clerk’s absence. Provides City staff and the general public information as requested. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Maintains and scans meeting documents, records, and City Clerk files for archival, retention and retrieval purposes. • Coordinates electronic public records including council meetings, ordinances, resolutions, agendas, minutes and by-laws. • Assists in preparing City Council electronic packets on a weekly basis, ensures that information is posted to the internet site in a timely and accurate manner; ensures files are indexed and organized. • Assists in assembling and distributing information in a timely and accurate manner for City Council meetings, including all minutes, correspondence, ordinances, resolutions, and notices and postings on City website. • In the absence of the City Clerk, attends Council meetings as official record keeper; prepares Council minutes; proofs for accuracy and completeness. • Receives and edits legal publication notices including public notices, official actions and ordinances, records and proofs notices for publication. Records and publicizes legal notices, ordinances, and City Council minutes. • Performs monthly reconciliation of proof of publications. • Provides information to the public and departments on City ordinances, resolutions and policies, processes FOIA requests. • Certifies City Clerk records as needed. • Issues taxicab business licenses, taxi driver I.D’s, vehicle decals, and processes applications and payment information. • Maintains and oversees Airport Commission files. • Orders supplies and equipment for City Clerk’s office and City Council as needed. Updated: December 2024 • Assists City Clerk in development of Records Retention manual for all City documents and coordinates development of policy and procedures for electronic retention of documents. • Provides back up to other staff as needed. • Attends meetings, conferences, workshops, and training sessions to become and remain current on principals, practices and new developments. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs notary services and other related duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educational institution; or two years of related experience and/or equivalent combination of education and experience. Experience in office administration and recordkeeping. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educational institution and one year experience; or three years of related experience and/or equivalent combination of education and experience. Experience with Laserfiche software. • Certification in Iowa Municipal Finance Officers Association – State certification for City Clerks within three years. Certification as a City/Municipal Clerk from the International Institute of Municipal Clerks within five years. Knowledge, Skills, and Abilities • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to complete a variety of complex written reports. • Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to effectively communicate, both orally and in writing, to the community, the City Council and employees. • Ability to maintain inter- and intra- department confidentiality. • Ability to read and understand government regulations, manuals in order to record work activities, keep records or work with computers. • Ability to read and understand laws, ordinances, reports and other written communication. • Ability to reliably and predictably carry out duties. • Ability to work under time sensitive deadlines. Updated: December 2024 • Knowledge of municipal record keeping practices and general office procedures, and record keeping retention programs. • Skill in using computers and applicable software applications (Microsoft Office – Word, Excel, Outlook, Laserfiche, Munis) and ability to learn Agenda Management Software and JustFOIA public records management software. Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or moves 10 pounds and occasionally lift and/or move up to 25 pounds. This position must have the ability to apply up to 30 pounds of force to move or push a book cart. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus, and distance vision. Physical work consists of, but is not limited to, sitting for long periods of time and using a computer. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate. The stress level for this position may be elevated when handling upset customers. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Kellie Grace, City Clerk (12/2024) Updated: December 2024 I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________