City Clerk Deputy

General Job Description

Under supervision from the City Clerk, directs, manages, supervises, and coordinates the programs and activities of the City Clerk Division, serving as the Division administrator; coordinates assigned activities with other City departments, the public and outside agencies; provides highly responsible and complex administrative support to the City Clerk; serves as Acting City Clerk in the absence or unavailability of the City Clerk.

Primary Duties and Responsibilities

• Assume management responsibility for programs and activities of the City Clerk Division, including legislative, administrative, and historical records, records management and retention center, business and liquor licensing/permits, cash receipts, municipal elections, and cemetery records and administrative functions; as designated by the City Clerk, serve as clerk to assigned boards and commissions.
• Provide highly responsible and complex administrative support to the City Clerk; serve as Acting City Clerk in the absence or unavailability of the City Clerk.
• Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures.
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within City and Departmental policy, appropriate service, and staffing levels.
• Plan, direct, coordinate and review the work plan for the Division; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.
• Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; identify and resolve, within City policies, personnel issues.
• Oversee and participate in the development and administration of the Division's annual budget; direct forecast of funding required for staffing, equipment, materials, and supplies; monitor and approve expenditures.
• Attend meetings of the governing body and generate record of proceedings (minutes); prepare City Council meeting agendas, action reports, and City website agendas with supporting documentation; prepare and organize post-City Council meeting legislative records for records management and retention program; operate and manage streaming video software and equipment involving regular meetings of the governing body.
• Assist with updating the City website.

Secondary Duties and Responsibilities

• Attend and participate in professional group meetings; stay abreast of new trends and innovations in records management and municipal website areas.
• Respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Coordinate Division activities with those of other departments and outside agencies and organization.
• Serve as liaison and representative for the Division with other City departments, divisions, committees, outside agencies, businesses and organizations and the public; make presentations and present staff reports.
• Perform other duties and responsibilities as required.

Knowledge, Skills, and Abilities

• Operational characteristics, fundamental principles, and procedures of a records management program, including an electronic records management and retention program.
• Principles and practices of program development and administration; analyze programs, policies, and operational needs.
• Principles and practices of municipal budget preparation and administration.
• Principles of personnel supervision, training, and performance evaluation.
• Practices and techniques for dealing with the public tactfully, courteously, and professionally.
• Principles of creating, editing, and monitoring a professional website.
• Pertinent state and local laws, codes, and regulations.
• English usage, proficient and accurate writing, spelling, grammar, and punctuation.
• Effectively manage, direct, and coordinate the work of Division staff utilizing a teamwork environment.
• Select, supervise, train, and evaluate staff.
• Oversee and direct the operations, services, and activities of the Division.
• Prepare, administer, and monitor the Division's budget, goals, and objectives.
• Maintain confidentiality.
• Prepare clear and concise administrative and financial reports; prepare records of proceedings (minutes).
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of Division goals.
• Learn and operate a variety of office equipment, including use of computers and assigned software (Microsoft Office, Adobe, and web-based software) utilizing proficient typing skills; provide City website management and training.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work; team oriented but capable of consistently working independently without direct supervision.
• Ability to receive designation as a Certified Municipal Clerk through the International Institute of Municipal Clerks certification program.
• Proficiently and accurately operate a variety of office equipment, including a computer, printer, and applicable software; multi-line telephone, photocopier, scanning/imaging equipment, and microfilm reader/printer.
• Provide a high degree of accuracy and attention to detail.

Qualifications for the Job

• Required: Extensive knowledge and work experience in a clerical environment consisting of at least 5 years progressively responsible work experience involving complex clerical or administrative support; supervisory experience.
• Preferred: Associate degree in business.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting up to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment

Work closely with others in an office environment utilizing a computer and other office equipment.

The City of Cheyenne offers the following benefits to Full Time Employees: Health, Dental, Vision, Life, Pension.