HomeMy WebLinkAboutDeputy City ClerkUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on 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 du�es of, and
serves, as Ac�ng City Clerk in the City Clerk’s absence. Provides City staff and the general public
informa�on as requested.
Essen�al Job Du�es and Responsibili�es
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 mee�ng documents, records, and City Clerk files for archival,
reten�on and retrieval purposes.
• Coordinates electronic public records including council mee�ngs, ordinances,
resolu�ons, agendas, minutes and by-laws.
• Assists in preparing City Council electronic packets on a weekly basis, ensures that
informa�on is posted to the internet site in a �mely and accurate manner; ensures files
are indexed and organized.
• Assists in assembling and distribu�ng informa�on in a �mely and accurate manner for
City Council mee�ngs, including all minutes, correspondence, ordinances, resolu�ons,
and no�ces and pos�ngs on City website.
• In the absence of the City Clerk, atends Council mee�ngs as official record keeper;
prepares Council minutes; proofs for accuracy and completeness.
• Receives and edits legal publica�on no�ces including public no�ces, official ac�ons and
ordinances, records and proofs no�ces for publica�on. Records and publicizes legal
no�ces, ordinances, and City Council minutes.
• Performs monthly reconcilia�on of proof of publica�ons.
• Provides informa�on to the public and departments on City ordinances, resolu�ons and
policies, processes FOIA requests.
• Cer�fies City Clerk records as needed.
• Issues taxicab business licenses, taxi driver I.D’s, vehicle decals, and processes
applica�ons and payment informa�on.
• Maintains and oversees Airport Commission files.
• Orders supplies and equipment for City Clerk’s office and City Council as needed.
Updated: March 2024
• Assists City Clerk in development of Records Reten�on manual for all City documents
and coordinates development of policy and procedures for electronic reten�on of
documents.
• Provides back up to other staff as needed.
• Atends mee�ngs, conferences, workshops, and training sessions to become and remain
current on principals, prac�ces 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 du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educa�onal ins�tu�on; or two years of related
experience and/or equivalent combina�on of educa�on and experience. Experience in
office administra�on and recordkeeping.
• Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educa�onal ins�tu�on and one year experience;
or three years of related experience and/or equivalent combina�on of educa�on and
experience. Experience with Laserfiche so�ware.
• 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.
Knowledge, Skills, and Abili�es
• Ability to add, subtract, mul�ply, and divide in all units of measure, using whole
numbers, common frac�ons, and decimals.
• Ability to apply common sense understanding to carry out instruc�ons furnished in
writen, oral, or diagram form.
• Ability to complete a variety of complex writen reports.
• Ability to compute rate, ra�o, and percent and to draw and interpret bar graphs.
• Ability to deal with problems involving several concrete variables in standardized
situa�ons.
• Ability to effec�vely communicate, both orally and in wri�ng, to the community, the City
Council and employees.
• Ability to maintain inter- and intra- department confiden�ality.
• Ability to read and understand government regula�ons, manuals in order to record work
ac�vi�es, keep records or work with computers.
• Ability to read and understand laws, ordinances, reports and other writen
communica�on.
• Ability to reliably and predictably carry out du�es.
• Ability to work under �me sensi�ve deadlines.
Updated: March 2024
• Knowledge of municipal record keeping prac�ces and general office procedures, and
record keeping reten�on programs.
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook, Laserfiche, Munis) and ability to learn Agenda Management So�ware
and JustFOIA public records management so�ware.
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 (4/2024)
Updated: March 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
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