Deputy City Clerk

Seward, City of•City Clerk, AK

7d•Onsite

About The Position

The Deputy City Clerk works under the direction and supervision of the City Clerk and provides a full range of support to the City Clerk’s Office, a three-person department consisting of the City Clerk, Deputy City Clerk, and Executive Assistant. The role has three main facets: standard office work, evening public meetings in Council Chambers, and annual international travel to Japan with a group of high school students. The Deputy City Clerk has an individual office in City Hall. The Clerk’s Office is generally quiet and relaxed; public meetings are held in Council Chambers before a live audience and streamed to YouTube. The annual student exchange with Obihiro, Japan takes place during the summer and involves planning activities and arranging homestays for visiting Japanese students, as well as leading Seward students to Japan for roughly one week. The Deputy City Clerk must be prepared to serve as Acting City Clerk in the City Clerk’s absence and perform the duties and responsibilities required by Alaska law, the City Charter, and the Seward City Code. The role manages municipal records and public-record requests; assists with City Council meeting materials and elections; serves as clerk and parliamentarian for specified boards and commissions; administers liquor and marijuana license processes; performs notary services; and supports public meetings with minutes, presentations, livestreaming, and camera operation. The position also coordinates the international student exchange program and maintains the Clerk’s main inbox and phone line. Applicants must have a high school diploma or GED and office-work experience, or an equivalent combination of training and experience. A successful applicant must become an Alaska Notary Public within 60 days, complete ICS 100, 200, 700, and 800 within the first six months, and complete ICS 300 and 400 as soon as available. A Certified Municipal Clerk designation is preferred, or the ability to enter the program and obtain the designation within five years. Successful applicants must also provide a writing sample meeting the stated length and format requirements.

Requirements

High school graduation or GED and office-work experience, or an equivalent combination of training and experience providing the necessary knowledge, skills, and abilities.
Knowledge of the Seward Charter, City Code, and City Clerk Department policies and procedures.
Knowledge of applicable records management, retention, and public disclosure laws and regulations.
Knowledge of Robert’s Rules of Order and parliamentary procedures.
Strong written communication, grammar, spelling, punctuation, proofreading, attention to document details, and document-quality skills.
Ability to type quickly, quietly, and accurately during live meetings.
Comfort working in public settings, including Council Chambers before a live audience and while meetings are livestreamed to YouTube.
Ability to operate standard office equipment, including scanners, computers, and printers, and use software such as Microsoft Word, PowerPoint, and Adobe Acrobat.
Computer skills including document formatting, redaction, digital file organization, updating documents, creating templates and fillable PDFs, and graphic design for posters and flyers as needed.
Ability to travel abroad and manage a group of four high school students in Japan.
Aptitude for web design, e-notification systems, and email etiquette.
Ability to research legislative history and the Seward City Code.
Become a State of Alaska Notary Public within 60 days of employment.
Complete ICS 100, 200, 700, and 800 within the first six months of employment; complete ICS 300 and 400 as soon as available.
Listen to customers and effectively interpret their needs.
Remain neutral to citizen suggestions and feedback, and maintain confidentiality and discretion.
Work independently with minimal supervision, demonstrate self-motivation, and determine and self-assign tasks to accomplish responsibilities.
Establish and maintain effective working relationships with the public, supervisor, colleagues, City Council, department directors, state and federal agencies, and boards and commissions.
Research, comprehend, interpret, and apply federal, state, and municipal law.
Demonstrate flexibility and ability to develop with changing needs and technologies.
Wear neat, clean business/casual attire; clothing with offensive graphics or slogans is not permitted in the workplace.
Provide the required writing sample.

Nice To Haves

Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks, or the ability to enter the program and obtain the designation within five years of employment.

Responsibilities

Serve as Acting City Clerk in the City Clerk’s absence, carrying out duties and responsibilities required by applicable Alaska law, the City Charter, and the Seward City Code.
Manage City records using computerized indexing systems, follow retention and destruction schedules, and train and assist departments with records practices and procedures.
Manage public-record requests under the Alaska Public Records Act, including intake, routing, follow-up, review for confidentiality and redaction, timely delivery, and documentation of responses.
Assist the City Clerk with assembling City Council agenda packets and coordinating agenda statements, resolutions, ordinances, and proclamations with departments as needed.
Serve as clerk and parliamentarian for the Planning & Zoning Commission, Port & Commerce Advisory Board, and Historic Preservation Commission, and for City Council when the City Clerk is absent; take minutes and prepare drafts for approval by the next meeting.
Attend work regularly and reliably and work evenings as needed for City Council and commission meetings.
Assist at Council Meetings and Work Sessions by managing multimedia presentations, streaming meetings to YouTube, controlling camera angles, and performing other duties as needed.
Manage and serve as City Sister Coordinator for the international student exchange program; recruit student participation, coordinate with the Obihiro liaison, arrange homestays and activities within budget, obtain required medical and legal forms, travel annually to Japan with four students, and document the experience.
Assist with elections for the City of Seward, Kenai Peninsula Borough, and State of Alaska Division of Elections.
Manage new and renewal liquor and marijuana license processes, including compliance checks and City Council approvals, in a timely manner and in accordance with state regulations.
Perform Notary Public services for staff and the public.
Travel to conferences, training, and other educational opportunities as needed.
Monitor the Clerk’s main inbox and respond to or forward emails appropriately.
Monitor the Clerk’s main phone number and respond to or transfer calls appropriately.
Provide a writing sample of at least two paragraphs and no more than one page, in 12-point font, describing a project or purchase in the style of an agenda statement background and justification.