Deputy City Clerk

City of Savage•Savage, MN

About The Position

The Deputy City Clerk performs skilled administrative and clerical duties in support of a variety of City operations, with a particular emphasis on election administration and business licensing processes. The position is also responsible for assisting the City Clerk with a range of records management duties, including publishing, recording and releasing documents and information in accordance with local and state regulations.

Requirements

Associates degree in business, public administration, or a closely related field and at least two years of experience in a specialized administrative support role, OR an equivalent combination of education and experience to perform the essential functions of the position.
Knowledge of Minnesota election laws and procedures.
Knowledge of the Minnesota Government Data Practices Act and the ability to apply it consistently and accurately.
Knowledge of municipal operations, including Council procedures and actions, city ordinances, and city departments and functions.
Strong computer skills, particularly with the Microsoft Office suite, and the ability to quickly learn specialized software used in the administration of elections and the maintenance of City records.
Ability to operate common office equipment including printers, copiers, postage and fax machines, and the ability quickly learn the operation of specialized election equipment.
Excellent customer service skills and the ability to respond appropriately and professionally to a wide range of customer service situations and public requests.
Strong time management, organization skills and attention to detail.
Ability to work effectively individually and as part of a team.
Ability to accurately and consistently apply rules, regulations, ordinances and statutes to situations involving elections, business licenses, records retention, and data requests.
Ability to apply logic and good judgement to sensitive information and situations.
Ability to research, analyze and organize facts and information.
Ability to accurately maintain and update comprehensive records.

Nice To Haves

Prior experience working for a Minnesota city or county in an administrative support role.
Experience as an election judge or election worker in the state of Minnesota.
Minnesota Certified Municipal Clerk.

Responsibilities

Assists the City Clerk in administering and managing primary, general and special elections in compliance with all relevant laws and ordinances. This includes: Recruiting, training and providing direction to election judges and seasonal workers; Testing election equipment; ordering and organizing election supplies; Coordinating absentee voting and administering early voting procedures; Assisting with ballot tabulations and verification procedures; Assisting with candidate filing, voter registration and financial reporting procedures.
Coordinates, administers and maintains records for the issuance and renewal of various business licenses, ensuring all local and state requirements are met.
Coordinates preparation of agenda packets for biweekly City Council meetings, monthly City Council work sessions, and other special meetings as needed.
Prepares, transcribes and/or proof-reads meeting minutes as assigned.
Assists the City Clerk with the maintenance of official City records in accordance with the City’s records retention policy and utilizing the City’s digital records management system.
Responds to requests for data and records in accordance with the Minnesota Data Practices Act and assists various City staff and departments with the same.
Prepares, publishes and mails legal notices; collects required signatures, notarizes and records documents as directed.
Serves as Acting City Clerk in the absence of the City Clerk, including occasional attendance at evening City Council meetings.
Provides administrative support to the City Administrator and Assistant City Administrator as requested, including the scheduling and coordination of complex meetings.
Works closely with other divisions and departments and develops and maintains positive, professional working relationships with fellow City employees and the public.
Keeps supervisor informed of significant issues or challenges impacting areas of responsibility.
Attends relevant trainings, seminars and conferences and participates in professional associations to stay up to date in the field.
Performs other duties of a comparable level or type, as apparent or assigned.