Deputy City Clerk

Graduation from a community college with a two-year associate degree in office technology or related field and considerable administrative or administrative support experience; or an equivalent combination of education and experience.

• Ability to obtain certification as a Notary Public in NC.
• Ability to obtain designation as Certified Municipal Clerk.

Performs paraprofessional and administrative support work in the Administrative Department; serves as Deputy City Clerk.

Essential Duties and Tasks

• Attends meetings of the Planning Board, HPC and Board of Adjustment and takes minutes; files records and minutes as required by laws; types and prepares minutes; coordinates with City Manager and City Clerk the preparation of materials, agendas, and written documents for the various meetings; assembles and distributes agenda packets.
• Assists with maintaining custody of official records including ordinances, resolutions, contracts, leases, deeds, agreements and minutes; ensures proper signatures are obtained; prepares official documents; notarizes documents; prepares documents for recording; maintains roster of terms of boards and commission members; tracks term limits.
• Sets up rooms for various meetings; coordinates meals, refreshments, room set up and other issues for events.
• Provides assistance to visitors to City Hall; assists with information about development review processes, inspections, zoning permits, etc.; assists development services staff with record storage, retrieval, and preparation; assists with scheduling inspections contacting people for meetings or appointments.
• Provides administrative support to a variety of staff and departments in setting up meetings and generating reports and correspondence as required; prepares registrations and makes travel arrangements for City Manager, Mayor and Board members, and City Clerk as needed.
• Prepares and compiles a variety of records and reports.
• Fills in for City Clerk and other staff as needed.

Knowledges, Skills, Abilities

• Knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of City Clerks.
• Considerable knowledge of modern office management practices and procedures.
• Considerable knowledge of the principles of arithmetic, grammar, spelling and composition.
• Knowledge of North Carolina General Statues including open meetings and public records laws, policies, procedures, and processes of City operations and requirements for Council actions and processes.
• Considerable knowledge of office technology including word processing, database management, spreadsheets, and other similar software and skill in using the software.
• Skills in customer contact, customer service excellence and collaborative conflict resolution.
• Ability to gather and analyze information, compose, and implement reports and procedures.
• Ability to analyze and use policy and procedures to resolve problems.
• Ability to establish and maintain effective working relationships with elected officials, department heads, employees, and the public.
• Ability to communicate effectively in oral and written forms.
• Ability to organize work, proof work and perform duties accurately.
• Ability to work with interruptions.