Deputy City Clerk

Summary Description

Under the general direction of the City Clerk, apply departmental policy and procedure in the conduct of administrative support functions within the City Clerk's department. Will be the primary backup for the front reception and incumbents perform: data entry, verification and analysis; compilation of reports; creating and coordinating meeting agendas, minutes and arrangements; documenting meeting minutes and activities; and drafting original correspondence. Duties also include: providing customer service requiring interpretation of departmental information within procedures, referral, and tracking and follow-up of customer issues; processing forms and applications; tracking expenses and receivables; monitoring of budgets; and purchasing and maintaining an inventory of supplies.

Think this could be your next career? Watch the City of Urbandale video to see what meaningful work looks like when you work for our City.

The City of Urbandale offers a comprehensive salary and benefit package.

Full-time non-union benefits for this position include:

• Individual health insurance for only $69.14 per month; or family health insurance for only $212.18 per month

• Dental, vision, and flexible spending account options

• 15 paid vacation days per year

• 12 paid sick days per year

• 4 weeks of paid paternal leave

• City-paid Long Term Disability coverage

• IPERS retirement plan

• 457(b) retirement plan with 2% city match

• 10 paid holidays + 3 additional personal holidays

• City-paid Life Insurance policy plus additional voluntary life insurance options

• Employee Assistance Program

• Onsite Wellness Center

Routine Job Duties/Responsibilities

• Research public records concerning council actions.

• Updates Board and Commission list and obtains applications for board and commission vacancies and notifies applicants of appointment status.

• Supports the City Clerk and fills in his/her absence.

• Serve as Secretary of the Civil Service Commission.

• Prepares correspondence, arranges appointments related to official functions of elected officials; registers for conferences and arranges travel, etc. as directed. Prepares and provides Mayor and City Council with updates of meetings and special events.

• Screens calls, visitors and mail; assists the public and other City staff in interpreting and applying City policies, procedures, codes and ordinances; researches, respond s to and tracks complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; determines appropriate dissemination of information.

• Maintains a calendar of activities, meetings and various events for assigned staff and elected officials; schedules and coordinates meetings, activities, and conferences with other City departments, the public and outside agencies.

• Administers an assigned process or function; performs and verifies data entry; makes adjustments and updates; trains and monitors users; develops procedures for format and utilization of data; generates standard and ad hoc reports.

• Assist City Clerk with municipal election filings.

• Types, researches, and proofreads a wide variety of standard and original reports, letters, memoranda, correspondence, newsletters, and charts; independently composes correspondence and newsletters; researches and develops forms related to assigned area of responsibility; monitors and updates department materials and manuals.

• Processes, verifies and reviews materials, applications, records and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records and reports; conducts research of files, records, and databases; provides information and forms to the public and employees; collects, processes and distributes appropriate information.

• Performs administrative support functions for a board or committee; takes meeting minutes; prepares and disseminates agendas and minutes of meetings; monitors and tracks related information; maintains related files and records; prepares related documentation on behalf of board or committee.

• Assists in the department budgeting processes; compiles annual budget requests; recommends expenditure requests for designated accounts; monitors accounts; processes and codes expenditure requests to designated accounts for approval.

• Oversees an administrative process or program; execute established workflows; develops and monitors process and procedures; tracks and compiles data for special projects and programs; collects and assembles data and background materials for a variety of reports; conducts surveys; ensures equipment, supplies, contracts, and related items are available and in compliance.

• Organizes and maintains filing systems; maintains records related to specific area of assignment.

• Maintains department/area website and specific department software programs; develops and updates content; researches, tracks and responds to website questions and inquires.

• Processes department accounting data including accounts payable, accounts receivable, purchasing and payroll; inputs corrections and updates; codes data; verifies data for accuracy and completeness; conducts inquires and completes report writing.

• Balances daily cash and completes daily and/or quarterly financial reports and deposits; verifies and corrects data for accuracy.

• Serve as backup to front desk receptionist on a daily scheduled basis as well as unscheduled periods.

• Performs as duties with a high degree of confidentiality.

Back up of City Clerk

• Assists City Clerk as needed with preparation of City Council agenda, official notices and publications, compilation and distribution of meeting packets, etc.

• Assists with maintenance of records relating to adopted ordinances, approved resolutions, recorded deeds and easements, and various agreements and contracts as specified in the Records Retention Policy.

• Assists when needed in the preparation of correspondence, confirmation of appointments related to official functions of elected officials, and with weekly updates of meetings and special events.

• Assists City Clerk with processing of new and renewal liquor licenses, cigarette, peddler, transient merchant and other permits; assists with special assessments processes.

• Operate camera equipment for council meetings as needed.

• Provides technical assistance and support to City Clerk and serves as back up for all City Clerk functions in his/her absence.

• Performs other duties and responsibilities as assigned.

• Monitors that all work performed in the unit meets the City's standards for customer service, accuracy, quality, and efficiency.

• Attends City Council meetings when required to do so and records accurately and fully the manner in which items are considered and acted upon by City Council.

• Assists City Clerk in proofreading all legal notices and ordinances adopted by City Council and the official City Council minutes in preparation for publication.

• Assists City Clerk as needed in acceptance of nomination petitions from candidates for City offices, and coordination with county in municipal elections.

• Relieves front reception desk if needed.

• Assures that the City's mission, goals and objectives are fully supported and initiated.

• Performs other duties and responsibilities as assigned.

Typical Qualifications

Must be able to pass a pre-employment offer: professional reference checks, drug screen, motor vehicle report and background check including credit history check. Any combination of education and experience providing the required skill and knowledge is qualifying.

Education/Experience

• High school diploma or equivalent.

• Three (3) years of administrative support and/or customer service experience.

Licenses

• Ability to obtain Certified Municipal Clerk certification within five (5) years of employment.

• Notary designation within six (6) months of employment.

• Valid Iowa driver's license.

Skills

• Ability to handle a high degree of confidentiality and discretion over confidential information in a sensitive manner.

• Ability to establish and maintain an effective working rapport and take direction from elected officials.

• Ability to exercise independent judgement and to use resourcefulness and tact in solving problems within scope of assigned duties.

• Ability to concentrate and complete assigned work with interruptions.

• Ability to make sound decisions and recommendations regarding matters of a technical nature in records maintenance.

• Effective oral and written communication skills.

• Excellent interpersonal/customer service skills.

• Excellent organizational skills.

• Ability to handle multiple priorities and direction from multiple department members.

• Ability to work efficiently with very little direct supervision.

• Ability to provide support and collaborate with team members on projects led by others.

• Ability to switch between leadership and supportive roles as directed.

• Ability to adapt to changing priorities and requirements.

• Ability to exhibit courteous behavior with citizens and coworkers and to establish and maintain effective working relationships.

• Proficiency with PC's and computer software and applications, including word processing, email, spreadsheets, the internet, and databases.

• Type at a speed necessary for successful job performance.

• Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

• Perform responsible and difficult administrative support work involving the use of independent judgment and personal initiative.

• Independently prepare correspondence, reports, newsletters, and memoranda.

• Implement and maintain filing systems.

• Ability to perform essential duties at designated work site location at designated hours.

Knowledge

• Various office equipment, which may include facsimile, photo copier, multi-line telephone, calculator, shredder, binding equipment, microfilm reader, dictaphone, postage machine, digital paging system, two way radio (portable and base), laminator.

• English usage, spelling, grammar and punctuation.

• General mathematics including addition, subtraction, division, and multiplication.

• Modern office technology and equipment, including computers and related software applications.

• Customer service procedures and principles.

• Principles and procedures of record keeping.

• Principles of business letter writing and report preparation.

• General accounting methods and procedures.

• Applicable Federal, State and local codes, laws and regulations.

• Database entry and utilization.

Supplemental Information

The selection process for this job posting will consist of a written questionnaire and an oral board interview.

Tentative Timeline:

Written Questionnaire: Emailed by July 2, 2024

Oral Interviews: July 25, 2024 and July 26, 2024

Anticipated start date: August 19, 2024

Qualified candidates will be notified of dates and steps in the process as appropriate, via thegovernmentjobs.com email notifications. Be sure to apply with a valid email you check regularly and sign up for text messaging to receive updates.

The salary range listed includes pay steps based on length of service therefore most employees start at the minimum of the advertised range.

Post-offer/pre-employment background check/MVR check and drug test is required. The City of Urbandale is an Equal Opportunity Employer. Persons with disabilities must submit requests for ADA accommodations to the Human Resources Department, in writing, prior to the application deadline.

FULL TIME BENEFITS

For more details on the incredible benefits the City of Urbandale offers see the

2024 Benefits Guide Non-Union

Agency City of Urbandale

Address 3600 86th St.

Urbandale, Iowa, 50322

Phone 515-278-3900

Website http://www.urbandale.org