Deputy Clerk of Council - General Government

Department:              General Government

Pay Grade:                 112                 

FLSA Status:             Exempt

JOB SUMMARY

The Deputy Clerk provides administrative support to the mayor, prepares agendas, attends meetings and records minutes. Provides coverage and administrative support to other management as requested.

ESSENTIAL JOB FUNCTIONS:

• Serves as administrative assistant to the mayor by scheduling calendar appointments, tracking board appointments and assists in meeting preparation, prepares correspondence and proclamations.
• Serves as back-up when the Clerk of Council is out of the office.
• Prepares for committee and board meetings by submitting room set-up work orders and SysAid requests for AV requirements; attends committee and board meetings as necessary.

• Takes dictation and records and/or transcribes correspondence, statements, meeting minutes, or other information and distributes appropriately.

• Organizes and implements procedures for recording and filing various administrative forms, reports, agenda items and meeting requirements.
• Receives and copies all types of documents and correspondence.

• Screens telephone calls, mail, and other communications and initiates appropriate action/response.
• Types, composes, edits, or proofreads letters, meeting agenda, memoranda, and other correspondence on behalf of mayor.
• Completes, enters, and/or processes a variety of documentation associated with department operations within designated timeframes and per established procedures, including purchase requisitions, purchase orders, invoices, supply and equipment orders, budget documents and financial records, various applications, etc.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, presentations, lists, logs, notices, schedules, contracts, agreements, statistical reports, incident/accident reports, inventory records, budget reports, charts, graphs, spreadsheets, or other documents.
• Maintains and updates calendar and schedule of activities, including scheduling and confirming appointments, meetings, interviews, conferences, training sessions, or other department activities.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
• Assists with budget preparation and administration, including compiling budget documents and records, tracking revenue and expenditures, monitoring account balances, etc.
• Maintains file system of various files/records and conducts records maintenance activities in compliance with guidelines governing record retention.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations, including summarizing data, performing routine data analysis, and preparing related reports.
• Distributes documentation to department staff, other Town departments, and other internal and external individuals and agencies. 
• Assists with special projects as assigned.
• Maintains working knowledge of Town policies, procedures and systems as related to all work tasks assigned.
• Performs other related assigned duties.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associate degree in Administrative Services, Business, or related field and two (2) years of experience in providing administrative and clerical support;
• Or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of office management practices and procedures;
• Knowledge of Department practices and services provided;
• Skill in the use of personal computers including word processing, databases, internet, and spreadsheet applications; 
• Ability to communicate clearly, both orally and in writing;
• Ability to maintain confidential information;
• Ability to maintain, manage, and organize tasks and records in a detailed and effective manner;
• Ability to meet and deal appropriately with Town employees, officials, and the public in a professional manner;
• Ability to review, classify, categorize, prioritize, and/or analyze data; Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships;
• Ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job;
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions;
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information;
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs;
• Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives;
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

To deliver superior performance in a manner that is distinctive and impactful to each person served and that establishes a standard for quality that endures for generations.