Deputy City Clerk

City of Asheville•Asheville, NC

23h•Onsite

About The Position

The City of Asheville is seeking qualified applicants for the position of Deputy City Clerk in the City Clerk's office. The Deputy City Clerk is responsible for providing highly visible, professional, and advanced analytical work in support of the City Clerk's Office's day-to-day operations. The Deputy City Clerk also serves as a back up to the City Clerk.

Requirements

Bachelor’s Degree in public administration, business, journalism, or related area; and three (3) years of administrative experience in a municipal or county government clerk’s office, or law office; or an equivalent combination of education and experience.
Possession of a valid driver’s license to operate a motor vehicle.
Ability to enroll in membership in the North Carolina Association of Municipal Clerks (NCAMC) and International Institute of Municipal Clerks (IIMC).
Ability to obtain certification as a Notary Public in the State of North Carolina.
Ability to obtain designation as a Certified Municipal Clerk (NCCMC) by the State of North Carolina within two-years of employment.
Ability to obtain designation as a Master Municipal Clerk by the IIMC
Knowledge of the NC General Statutes regarding public records and open meetings law and other regulations impacting local governments and specific responsibilities of the City Clerk.
Knowledge of the functions and services of municipal government.
Knowledge of requirements of the City Code and Ordinances.
Knowledge of English grammar, spelling, punctuation and sentence structure.
Knowledge of effective public relations principles and practices sufficient to communicate effectively with the public, both orally and in writing.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships with municipal officials, employees, and the general public and to exhibit a professional demeanor.
Ability to exercise judgment in decisions with confidential information, data, and materials in conformance with laws, regulations, and policies.
Ability to maintain moderately complex records and prepare written narrative reports including those requiring statistical summaries and charts.
Ability to make arithmetical calculations, proof-read, and create drafts of memos and reports.
Ability to take and transcribe notes of official meetings and to prepare accurate minutes reflecting the actions taken.
Ability to work independently without supervision on confidential assignments and coordinate the work of other clerical/administrative personnel.
Ability to work evenings and other flexible schedules.

Responsibilities

Supervises, directs and evaluates Assistant City Clerk - plans, directs and reviews work of individual; completes employee performance appraisals and recommends salary increases; trains staff in operations, policies, and procedures.
Serves as Boards/Commissions Manager - trains employees and advisory board members on North Carolina Open Meetings Laws and Public Records; assists with training employees on website postings related to editing and updating; responds to staff liaison/board members questions regarding boards/commissions; project lead on boards/commissions realignment to include, but is not limited to: developing recommendations for inclusive and effective boards, etc.; project lead on board/commission software; prepares and distributes annual reports on demographics; coordinates annual board/commission event; develops resource guides for use by staff liaisons and/or advisory board members; prepares and sends media notices on all boards/commission meetings; prepares annual Boards/Commissions meeting schedule; coordinates with City Manager’s Office the City Council Committee structure alignment with City Council advisory boards; train staff liaisons for remote Board/Commission advisory meetings; keeps current records of all boards for the City; works with Assistant City Clerk to manage nominating and appointment process for all advisory boards; manage Boards/Commissions Committee work plan; verify annual Board/Commission schedule with staff liaisons, to include contacting City Council members for their preference in board liaisons.
Coordinates special meetings; places required advertisements or notices of meetings.
Provides administrative and operational support for Board/Commission Committee - preparing agendas; agenda packets utilizing electronic meeting software; maintains City Council Boards/Commissions Committee website; distributes to interested parties; attends Board/Commission Committee meetings; and prepares minutes of those meetings.
Answers questions and provides information to citizens regarding City Council procedures, boards and commissions, and public records requests associated with City Clerk’s Office.
Performs office administrative duties - prepares City Clerk’s budget and administers budget.
Works with Assistant City Clerk on transitioning people into the Council Chamber from any overflow rooms.
Prepares proclamations.
Order City Council meeting food.
Manages and tracks progress of City Clerk’s Office organizational work plan.
Locates ordinances, policies, rules, and regulations for citizens and provides copies; answers questions and/or refers to the proper officials.
Serves as custodian of all City of Asheville municipal public records including, but not limited to, ordinances, resolutions, contracts, agreements, deeds, leases, and minute books; executes legal documents, drafts resolutions, proclamations, ordinances; records maps, ordinances, easements, and street closings.
Serves as backup for the City Clerk.