Job Description

Job Title: Deputy City Clerk

Department: City Clerk\'s Office

Reports To: City Clerk

Open Date: August 23, 2023

Close Date: Open Until Filled, First Review Date September 5, 2023

Salary: $27.87 per hour

To Apply Please Visit: www.meridiancity.org

Job Summary:

The Deputy City Clerk provides complex and specialized professional, supervisory, operational, administrative, and technical work for the City of Meridian, including the City Clerk, the Mayor and City Council, and other employees of the City of Meridian. The position is responsible for the supervision of daily customer service operations of the City Clerk\'s office. Additionally, the Deputy City Clerk acts as the City Clerk when directed. The Deputy City Clerk position requires regular attendance at meetings and events outside of regular business hours.

Essential Duties & Responsibilities:

Manages City Clerk\'s Customer Service and Administrative office staff by hiring, managing, directing, coaching, training, supervising and documenting performance of assigned department staff;

Manages annual performance reviews of subordinate staff and follows City progressive discipline processes as applicable;

Monitors work flow, reviews and evaluates work products, methods and procedures of the employees within the City Clerk\'s office upon direction of the City Clerk or Department Director;

Assists the City Clerk with the development and implementation of the City Clerk\'s office goals, objectives, priorities, policies, procedures, and work plan, ensuring that established goals and priorities are achieved;

Manages customer service levels for the City Clerk\'s Customer Service and Administrative office staff and ensures staffing levels are appropriate and staff are providing premier service to internal and external customers;

Establishes and manages positive working relationships with representatives of community organizations, state/local agencies, City management and staff, Mayor, City Council, professional organizations, and the public;

Provides direction to city staff and guests related to information technology issues in City Council Chambers and through various software programs managed by the City Clerk\'s Office in order to support department requirements and meeting management;

Manages various software programs for the City relating to meeting management, vendor contact, licensing, permitting, volunteer groups, etc. (not inclusive);

Completes high-level research at the request of the City Clerk, Chief Financial Officer, City Staff, City elected officials, and the public in order to meet needs required by state statute, city code, and/or in the interest of the city;

Manages the City Council agenda, determining the appropriate meeting dates for requested items, and appropriately seeks review from the City Clerk, Finance and Legal staff before publication of agendas;

Manages meeting management software, coordinating with the selected vendor to manage the various types of public meetings of the city\'s commissions and committees;

Participates as a member of City\'s Committee/Commission as assigned by the City Clerk;

Coordinates the preparation of draft City Council and Planning & Zoning meeting agendas and minutes;

Attends City Council and/or Planning & Zoning meetings to provide technical support, as well as to record and document proceedings;

Acts as Clerk of the Planning and Zoning Commission and other commissions or committees as assigned;

Manages file process and workflow for all land use applications received by the Department;

Manages public noticing as may be required by state statute, city code or otherwise requested;

Directs staff in preparation of public meeting agendas and notices, verifying they are in compliance with City Code, State statute, and other applicable laws and regulations;

Verifies that all minutes and agendas are published according to state statute, and maintains minute books for Planning & Zoning, City Council and other City Committees, Commissions and Boards as necessary;

Issues City permits and licenses on behalf of the City;

Answers questions from citizens regarding a variety or matters, including licensing, municipal elections, and City Council matters;

Researches, compiles, and prepares a variety of informational materials from sources both inside and outside the department; summarizes such information as directed and makes recommendations;

Manages day to day processes regarding the City\'s Records Management Policy and procedures, including the Record Retention Schedule, Public Records Requests, and Records Destruction following applicable laws;

Manages the fulfillment of public records requests for examination or copying of public records while adhering to Idaho Public Records Law;

Assists City Clerk with compiling and tracking ordinances of the City of Meridian;

Manages publication of adopted ordinances according to State Statute;

Identifies and implements opportunities for improving service delivery methods and procedures;

Assists the City Clerk with budget preparation, department strategic plan, and administration of municipal elections;

Assists City Clerk with Election process;

Processes applications for United States Passports on behalf of the U.S. Department of State;

Assumes authority of the City Clerk\'s job responsibilities in their absence;

Oversees the day to day management of the codification and distribution of city code;

On the behalf of the City Clerk, makes presentations to City Council regarding ordinance changes;

Attends meetings, conferences, workshops and training sessions to remain current on principles, practices and new developments in assigned work area;

Performs other duties as assigned.

Job Specifications:

Associate degree in public administration, business, finance or related field required (bachelor\'s degree or higher preferred) combined with a minimum of two (2) years\' experience in a municipal government or non-profit or equivalent combination of experience and/or education demonstrating necessary skills to successfully perform duties of the position;

Must have a minimum of two (2) years of supervisory or leadership skills. Knowledge, Skills & Abilities:

Knowledge of best practices in employee management including coaching, training, progressive discipline and evaluation;

Knowledge of Audio/Visual systems and ability to effectively troubleshoot common issues to resolve problems quickly and effectively;

Knowledge of common virtual meeting software, including Microsoft Teams and Zoom;

Knowledge of customer service techniques and best practices to provide exceptional customer service and outstanding professionalism;

Knowledge of standard office administrative practices and procedures, including records management skills, organizing, maintaining, and researching files, and must have business letter writing skills;

Knowledge of functions and procedures of municipal government;

Knowledge of applicable municipality regulations, policies and statutes;

Skill in the use of spoken and written English and strong communication skills to include writing reports, minutes, and other communications with the public, co-workers, and other government or professional agencies;

Skills in interpreting and explaining rules, policies and procedures;

Skill in Microsoft Office products;

Skills in use and management of industry-specific programs regularly used by the city;

Skills in organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction;

Demonstrated exceptional customer service skills;

Ability to manage multiple projects simultaneously with accuracy;

Ability to communicate and interact with the public, citizens and co-workers in a professional, empathetic and positive manner;

Ability to effectively establish priorities and complete multiple competing and time-dependent projects with superior attention to detail;

Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after regular work hours;

Ability to work effectively with frequent interruptions in a fast-paced, demanding team environment while adhering to the City\'s C.A.R.E. standards and maintaining premier levels of customer service;

Ability to establish and maintain effective working relationships with department personnel, city officials and the general public;

Ability to perform assigned tasks with integrity and to be a good steward of the public trust;

Ability to be tactful, discrete, and diplomatic when assisting others, sometimes with sensitive issues;

Ability to represent the City Clerk\'s Office at public meetings or as part of other formal or informal work groups;

Ability to produce documents with clearly-organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling and grammar;

Ability to communicate with and maintain positive working relationships with co-workers, elected officials and the general public;

Ability to work effectively in a highly stressful political/policy environment, remaining neutral at all times;

Ability to read and understand laws and regulations;

Ability to be bonded;

Ability to effectively communicate both verbally and written;

Ability to operate a personal computer using Microsoft Office Professional software, as well as other industry-specific software;

Ability to operate common office equipment including a computer, copy machine, fax machine, and postage meter;

Ability to use tact, discretion, and independent judgement within established guidelines;

Ability to act in a professional manner at all times as a representative of the City;

Ability and willingness to be cross-trained on all City Clerk Office procedures;

Shows respect to fellow employees and customers;

Must be solution-oriented;

Conversational language skills in Spanish or other widely-used non-English language preferred.

Licensing and Certifications:

Ability to become a Certified Passport Acceptance Agent through the U.S. Department of State;

Ability to become a Certified Municipal Clerk through the Idaho City Clerk, Treasurers, and Finance Officers Association;

Must have a valid Idaho driver\'s license;

Must be willing to attend classes in related fields to improve skills and knowledge;

Ability to become and remain a Notary Public for the State of Idaho.

Work Environment and Physical Demands:

Work is performed primarily in an office environment with moderate noise level, the employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions;

Frequently requires sitting at a desk for long periods of time, up to 8 hours per day;

Ability to lift 30 pounds;

Constantly requires walking from office to front counter to assist customers;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively;

Constantly requires repetitive movement of the wrists, hand and/or fingers;

Constantly requires mobility to work in a typical office setting;

Constantly requires vision to read printed materials and a computer screen;

Constantly requires sufficient personal mobility and physical reflexes, which permits the ability to function in a general office environment to accomplish tasks.

Travel Requirements:

Local travel is occasionally required.

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