Deputy City Clerk

POSITION SUMMARY

The Deputy City Clerk provides professional administrative, records, licensing, meeting, and financial support to the City Clerk/Treasurer and serves as Acting City Clerk when formally designated or during the Clerk’s absence. The position helps maintain the accuracy, accessibility and legal integrity of City records and statutory processes while supporting efficient City Hall operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with preparation, posting, publication and preservation of Council agendas, minutes, ordinances, resolutions, notices, contracts and other official records.
• Receive, organize and process public records requests, records-retention activities, licenses, permits, certifications and routine statutory filings under the direction of the City Clerk/Treasurer.
• Support municipal accounting and finance functions including receivables, payables, deposits, reconciliations, payroll documentation, utility or other financial records as assigned, while maintaining segregation of duties.
• Provide administrative support for Planning Board and other boards/commissions, including applications, meeting packets, notices, minutes and official records.
• Serve residents, businesses, elected officials and staff at City Hall; research records and provide accurate procedural information within assigned authority.
• Act for the City Clerk when authorized, performing delegated Clerk functions consistent with Iowa law, City Code and established procedures.
• Maintain confidentiality, data accuracy, calendars, correspondence, filing systems and electronic records; assist with audit and budget documentation.
• Perform other related duties assigned by the City Clerk/Treasurer consistent with the classification.

AUTHORITY AND REPORTING RELATIONSHIP

Reports to and receives daily work direction from the City Clerk/Treasurer. The Deputy does not independently establish City policy, direct City departments, authorize expenditures outside delegated authority, or alter official records. When formally acting as Clerk, the Deputy performs only those duties lawfully delegated or assigned.

MINIMUM / PREFERRED QUALIFICATIONS

Associate degree or relevant college coursework in public/business administration, accounting or related field preferred; municipal clerking, records, finance or administrative experience strongly preferred. Iowa municipal clerk training/certification or ability to pursue it is desirable. Strong accuracy, records, technology, customer service, and confidentiality skills are required.

CORE PERFORMANCE EXPECTATIONS

Integrity; reliable attendance; professional communication; accurate records; fiscal responsibility; safety and legal/policy compliance; responsive public service; teamwork across departments; appropriate respect for the City’s chain of command; and continuous improvement within the position’s assigned responsibilities.