Deputy Clerk

Job Title

Administrative Support

Job Description

To provide responsible administrative support for work in the Administration Department and to serve in the absence of the Administrative Services Director.

Distinguishing Features of the Class

An employee in this class performs a wide variety of responsible administrative functions. Work involves transcribing minutes from the Council meetings for publication, indexing, filing and safekeeping in accordance with general statutes and local ordinances. Advanced interpretation of ordinances and policies. This position includes assisting the Administrative Services Director in unifying procedures of all administrative staff in various departments. Work requires extensive public contact handling complaints, answering questions, providing information or directing citizens to appropriate places for issue involved. Judgment, initiative, tact and diplomacy are essential for performance of duties.

Examples of Duties

Essential Duties and Tasks

• Provides administrative support for assigned areas of responsibility in the Administration office including preparing, maintaining files and records, and preparing reports
• Receives information from departments and prepares agenda items; prepares and posts notices of meetings; may attend meetings and/or transcribe minutes as directed; files and maintains official meeting minutes; processes ordinances, resolutions, proclamations, amendments and other actions of the Board; prepares monthly calendar; schedules reservations for various board rooms and auditorium rentals
• Types various types of correspondence, letters, memorandums, reports, forms and documents; and City Street list; maintains listing of all City boards
• Compiles information and distribute reports to departments
• Maintains vehicle titles and registrations; submits purchase orders for registration and tag fees, departmental supplies, advertisements of public notices, and deed registrations
• Maintains official filing system for City records; responds to requests for information and documents; maintains index for resolutions, ordinance amendments and proclamations.
• Prepares invitations for City events; creates invitee mailing lists and mails invitations
• Schedules event reservations and hotel accommodations for City representatives for conferences, workshops, conventions and other events
• Operates a variety of office and computer equipment
• Updates City website, and social media at the request of various departments
• Responsible for unifying processes within all departments with Senior & Administrative Specialist staff
• Provides support to the Human Resources Department as needed

Additional Job Duties

• Performs related duties as required.

Typical Qualifications

Knowledge, Skills, and Abilities

• Knowledge of the NC General Statutes regarding public records and open meetings law and other regulations impacting local governments and specific responsibilities of the City Clerk
• Knowledge of requirements of the City Code
• Knowledge of English grammar, spelling, punctuation, equivalent to 12th grade proficiency
• Knowledge of the operation and use of common office-based equipment including personal computers, printers, and audio-video recording devices
• Knowledge of effective public relations principles to communicate with the public working knowledge of the tasks and duties of the Clerk's office
• Ability to acquire and apply knowledge of the municipal policies, procedures, and services of the department to which assigned; ability to apply to interpret policies
• Ability to establish and maintain effective working relationships with employees, and the public; ability to exhibit a professional demeanor when interacting with citizens, public officials, and the news media
• Ability to maintain moderately complex records and prepare written narrative reports including those requiring statistical summaries and charts
• Ability to exercise judgment in decisions in conformance with laws, regulations, and policies
• Ability to make arithmetical calculations, proof-read, and create drafts of memos and reports
• Ability to support administrative/clerical personnel in other departments
• Ability to work independently without supervision on confidential assignments and coordinate the work of other clerical/administrative personnel
• Ability to work evenings and other flexible schedules

Physical Requirements

• Must be able to perform the physical life functions of stooping, kneeling, reaching, lifting, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally; and a negligible amount of force frequently and/or constantly to move objects.
• Must possess visual acuity to operate computers, to transcribe, to perform extensive reading, to prepare and review written reports, and to prepare and analyze data and figures.

Education and Experience

• Graduation from high school or GED equivalency and 3 - 5 years administrative secretarial experience in a municipal or county government office; an associate's degree is preferred.

Special Requirements

• Willingness to attend and successfully complete courses from the School of Government
• Possession of appropriate valid North Carolina driver's license.
• Employee may be called upon in case of a disaster, either natural or man-made; to serve the Citizens of Clinton and failure to serve when required may result in personnel action. Service to the Citizens during a disaster may result in the assignment of other duties, which will take precedence over duties described in this job description.

Supplemental Information

FLSA Status: Nonexempt