Deputy City Clerk

City of Sand Springs•Sand Springs, OK

5d•Onsite

About The Position

Under the direction of the City Clerk, the Deputy City Clerk assists with the administration and operation of the City Clerk’s office and performs a variety of administrative, clerical, records-management, and municipal-support duties. The position assists with City Council meetings and related documentation; prepares and maintains official municipal records; assists with ordinances, resolutions, notices, correspondence, and other municipal documents; responds to routine requests for information and records; and provides administrative support to the City Clerk. The position may also provide administrative support to the City Manager and Municipal Court as assigned. The position requires considerable attention to detail, discretion in handling confidential and sensitive information, sound judgment, strong organizational skills, strong writing skills, and the ability to communicate effectively. Municipal Court Support: The City Clerk also serves as the Municipal Court Clerk and, as such, the Deputy City Clerk will receive training and provide administrative and clerical support for municipal court operations as needed. Duties may include preparation and maintenance of court dockets and case files; scheduling and notification of court proceedings; processing and maintaining court records; assisting with court sessions; processing authorized payments and related documentation; responding to routine inquiries regarding court procedures; and performing other administrative duties as assigned. The Deputy City Clerk performs duties in accordance with applicable federal and state law, City ordinances, resolutions, policies, procedures, and established administrative practices under the direction and guidance of the City Clerk.

Requirements

Valid Class D Oklahoma Driver License
Associate’s degree in management or business office technology
Two (2) years of responsible professional experience involving frequent public contact; clerical, computer data entry, and office experience.
Must be bondable
Fingerprinting Record required (for Municipal Court duties)

Nice To Haves

One (1) year of Municipal Court experience preferred, but not required
INCODE/court software experience preferred or ability to learn within six (6) months
Notary Public Certification or ability to obtain within three (3) months
Certified Municipal Clerk (CMC) Certification under the Oklahoma Municipal Clerks Association (OMCTFOA) and/or International Institute of Municipal Clerks (IIMC) or ability to obtain within five (5) years of employment

Responsibilities

Assists the City Clerk with the daily administration and operation of the City Clerk’s office.
Assists with preparation and organization of City Council meeting materials, including agendas, supporting documents, notices, and related correspondence.
Attend City Council meetings, when assigned, as recording secretary.
Maintains accurate official municipal records, including ordinances, resolutions, minutes, contracts, agreements, correspondence, notices, and other documents assigned to the City Clerk’s office.
Assists with the organization, retention, retrieval, and disposition of municipal records in accordance with applicable law and City policies.
Assists in responding to public records requests and other requests for municipal information, referring matters requiring legal interpretation or policy direction to the City Clerk, City Manager, or appropriate official.
Assists with the preparation, filing, posting, publication, and distribution of ordinances, resolutions, notices, meeting materials, and other official municipal documents as directed.
Assists with municipal election-related administrative duties and filings as assigned and as permitted by applicable law.
Prepares correspondence, memoranda, reports, forms, certificates, notices, and other documents for the City Clerk’s office.
Maintains organized electronic and physical filing systems and ensure municipal records can be efficiently located and retrieved.
Assists with maintaining calendars, meeting schedules, deadlines, appointments, and other administrative activities associated with the City Clerk’s office.
Assists in the preparation of complex and detailed travel plans and itineraries; compiles documents for travel-related meetings for administrative staff and/or City Council.
Receives and responds to telephone calls, visitors, correspondence, and electronic communications; provides routine information and direct inquiries to the appropriate City department or official.
Assists the City Clerk with administrative support related to City Council, City Manager, and other municipal operations as assigned.
Maintains confidentiality of personnel, legal, financial, and other sensitive information.
Uses City computer systems, databases, electronic records systems, office equipment, and other technology necessary to perform assigned duties.
Communicates professionally and effectively with elected officials, City management, department heads, City employees, governmental agencies, and members of the public.
Exercises appropriate discretion when handling sensitive matters and promptly refers legal, personnel, policy, or other matters outside the position's authority to the appropriate City official.
Assists Municipal Court, as needed, providing administrative and clerical support on evening sessions as assigned.
Performs other duties and special projects assigned by the City Clerk, City Manager, or other authorized municipal officials.

Benefits

11 paid holidays per year
10 paid sick leave days per year
10 paid vacation leave days per year (increases with years of service – up to 20 days)
2 fitness facilities for employees
Pension plan
Longevity Pay
Employee Assistance Program
Short/Long Term Disability
Basic Life & AD&D
Employee-Only Dental (Employer pays a portion of Dental Family)
3 Healthcare Plans - Employer pays 75% of the base plan premium or the base plan equivalent for the other tiers
Case Community Center membership
Discounted fishing pass at Shell Lake
Discounted golf at Canyons at Blackjack Ridge
Utility discount for employees who live within the Sand Springs water district.
Additional voluntary insurance options available