Deputy Clerk

Deputy City Clerk

The Deputy City Clerk serves as a vital link between the City Clerk, elected officials, city administration, and the public. This position is responsible for assisting the City Clerk with maintaining official city records, preparing agendas and minutes, coordinating city council meetings, and ensuring compliance with local, state, and federal regulations. Furthermore, the Deputy City Clerk plays a key role in assisting to uphold transparency and accountability within the City of Hampton municipal government. This position assumes administrative and statutory responsibilities of the City Clerk in their absence.

While performing the duties of this job, the employee may be required to sit, stand, talk, and operate a computer and telephone keyboard to reach, stoop, and kneel for an extended period of time. Light to moderate lifting is required.

Major duties include providing support to the City Clerk, City Manager, Mayor, City Council, and department heads as necessary to ensure effective administration and implementation of City-approved policies, and adherence to city ordinances; filing various Federal and State reports and providing various reports to the City Manager as requested. The Deputy City Clerk attends regular and Special Called Council meetings; oversees or performs an accurate recording of the proceedings and preparation of the minutes, proper legislative terminology, indexing and filing for the public record; distributes information as requested. They perform records management duties, including sorting, filing, indexing, purging, scanning, research, and retrieval of documents in paper and digital form. They assist the City Clerk in scheduling matters for consideration by City Council, preparing required public notices for meetings. They prepare agendas, assemble meeting packets, attend meetings, take and transcribe minutes, and prepare follow-up correspondence. They assist the City Clerk in maintaining accurate and secure records of ordinances, resolutions, contracts, and all responsibilities in support of the Municode system to ensure compliance with all regulatory requirements. They perform certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files all City records. They assist the City Clerk with municipal elections, including issuance of qualification papers and may serve as filing officer for required documentation. They provide administrative support to the City Clerk; producing various forms of written correspondence on behalf of the Clerk; responding to open record requests in a timely manner, maintaining confidentiality and exercising considerable skill in handling sensitive information and data. They provide public records and information to citizens, civic groups, the media and other agencies as requested. They update City codes and ordinances after passage by the council. They perform related work as required. They manage travel arrangements for the Clerk and City Council.

Knowledge of or ability to understand and interpret municipal laws, policies, codes, and regulations. Knowledge of or ability to understand modern records management techniques. Knowledge of or ability to learn the legal requirements related to keeping and preserving council minutes and all official city records. Knowledge of modern office practices, methods, equipment, and standard clerical procedures. Knowledge of administrative practices and principles including goal setting. Knowledge of City ordinances, City investment policies and bond agreements, property tax allocation, Federal and State laws governing local governments. Knowledge of or ability to learn municipal laws, policies, codes, and regulations. Knowledge of or ability to learn the legal requirements related to keeping and preserving Council minutes and all official City records. Knowledge of supervisory and management practices. Skill in the operation of modern office equipment. Exceptional organizational and time management abilities. Ability to understand complex legal issues and requirements. Ability to complete internal core courses as determined by the City. Ability to handle confidential matters with discretion professionally. Ability to prepare clear and concise reports and maintain minutes and important records. Ability to understand and follow oral and written instructions. Ability to communicate clearly and effectively, orally and in writing. Ability to establish and maintain effective working relationships with City employees, City officials and the general public.

Associate's degree or two (2) years of college or technical coursework required supplemented by three (3) years of experience performing administrative support and clerical duties for public officials; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job; State of Georgia Municipal Clerk Certification preferred but not required; ability to accurately type a minimum of 45 words per minute; valid State of Georgia Driver's License; valid Notary Public.