Deputy City Clerk

Deputy City Clerk

The Deputy City Clerk supports the operations of the City Clerk's Office and provides administrative assistance to the Mayor and City Council. This position manages municipal records, facilitates board and commission activities, assists with municipal elections, and open records requests, and performs general accounting and customer service duties. The Deputy City Clerk also acts on behalf of the City Clerk in their absence.

Essential Functions

The following list highlights the main responsibilities of this position. While it covers the core tasks, it may not include every duty that could be assigned. Employees may be asked to take on other responsibilities as needed to support the team and department.

• Supports City Clerk's Office operations, including agenda preparation, meeting coordination, and records management.
• Assists with municipal records and supports the City's Records Management and Disaster Recovery programs.
• Attends council meetings and workshops; records minutes; ensures compliance with mandated meeting requirements; and coordinates distribution of draft minutes.
• Acts as City Clerk in their absence, including representing the City Clerk at meetings and attending meetings of the Mayor and Council.
• Assists with election processes, including preparing calendars, candidate packets, filings, and related duties.
• Provides customer service to the public, responding to inquiries regarding agendas, municipal elections, and departmental processes.
• Interacts and communicates with city staff, City Council Members, appointed officials, and the public.
• Provides administrative support to the Mayor and City Council, including scheduling, travel arrangements, and expense processing.
• Assists with budget preparation and administration for the City Clerk's Office and City Council; monitors and reconciles expenditures.
• Monitors the status of contracts and purchase orders, follows up on required approvals, and ensures the timely submission of requisitions to support uninterrupted operations.
• Assists boards and commissions liaisons, including training, required paperwork, and coordination of the application and appointment processes for boards, commissions, and committees.
• Supervises assigned personnel, providing training, assigning work, and evaluating performance.

Minimum Requirements & Preferred Qualifications

MINIMUM REQUIREMENTS

• Bachelor's degree in Public Administration or a closely related field; OR a comparable combination of education and experience that demonstrates the ability to perform the essential functions of the role.
• Three (3) years of progressively responsible experience in municipal government.
• One (1) year of supervisory experience.
• Valid Texas driver's license with an acceptable driving record; or ability to obtain within 30 days of hire.
• Texas Registered Municipal Clerk Certification required within two (2) years of employment as a condition of continued employment.

PREFERRED QUALIFICATIONS

• Certification as a Registered Texas Municipal Clerk (TRMC)
• Prior experience in a municipal or City Clerk's Office

Competencies and Environment

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to read and interpret municipal records, codes, election policies, and financial documents.
• Strong verbal and written communication skills.
• Ability to maintain positive working relationships with officials, staff, boards, outside agencies, and the public.

PHYSICAL DEMANDS

This position requires lifting up to 35 pounds occasionally. Frequent activities include sitting, handling, fine dexterity, vision, hearing, and talking. Occasional activities include standing, walking, pushing/pulling, reaching, and bending. Rare activities include lifting, carrying, kneeling, climbing, balancing, and using foot controls.

WORK ENVIRONMENT

Work is primarily performed in an office setting with occasional exposure to variable weather conditions and heights when climbing ladders. Utilizes computers, office equipment, and departmental vehicles as needed.