Deputy City Clerk

City of Webster Groves•City Hall, MO

7d•Onsite

About The Position

The Deputy City Clerk, working under the direction of the City Clerk, provides administrative support, leadership, and coordination for the functions of the City Clerk’s Office. The position assists in managing departmental operations, including legislative support, records management, election administration, and the preparation and distribution of official documents and public information. The Deputy City Clerk supports the City Clerk in ensuring compliance with statutory requirements, maintaining government transparency, and delivering high-quality service to the Mayor, City Council, City departments, and the public. The role may act on behalf of the City Clerk in their absence, as assigned.

Requirements

High school diploma/GED required.
Minimum of two (2) years administrative and customer service experience.
Knowledge of administrative policies and procedures of the City.
Ability to establish and maintain accurate records of assigned activities and operations.
Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
Ability to think quickly, maintain self-control, and adapt to stressful situations.
Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Knowledge of computer software consistent for this position.
Ability to perform mathematical calculations required of this position.
Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
Skill in researching and understanding complex written materials.
Ability to prepare and maintain accurate and concise records and reports.
Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain professionalism at all times.
Ability to maintain effective working relationships with individuals within and outside the organization.
Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
Ability to work the allocated hours of the position and respond after hours as needed.

Nice To Haves

Associate degree preferred.
An equivalent combination of experience and training may be considered by the City with higher education.

Responsibilities

Provides leadership in the delivery of superior services to City residents, businesses, and City Staff.
Maintains the City Clerk website as directed by the City Clerk to include maintaining and updating site content, including calendars, minutes, agendas, documents, news items, and all City Clerk–related information such as meeting schedules, legislative materials, and election content.
Provides prompt and courteous customer service to the general public by disseminating information, answering inquiries or directing questions to appropriate personnel.
Performs general office duties such as office computer applications, copying, filing, faxing and data entry; maintains department records systems.
Responds to inquiries/requests in accordance with policies and procedures and/or makes referral to appropriate staff member for follow-up.
Performs event planning for receptions, tours, related activities, and orders and maintains the department’s supply inventory.
Advises appropriate personnel of outside electronic sign postings re: special notices/recognitions.
Performs Notary Public services and authorizes and applies the official City Seal on plats, certified copies, and other legal documents at the direction of the City Clerk.
Composes and prepares various correspondence.
Schedules meetings and activities and maintains meeting records.
Demonstrates a thorough knowledge of City and departmental policies and procedures.
Establishes and maintains effective working relationships with supervisors, co-workers, other agencies and the general public.
Performs duties in a manner that displays initiative; excellent organizational, problem solving and independent thinking skills.
Makes recommendations to improve efficiencies in processes and procedures.
Maintains confidentiality of information.
Serves as Acting City Clerk during the Clerk’s absence, exercising full authority and performing all duties of the position when designated.
Assists the City Clerk by performing delegated tasks and responsibilities to support the efficient operation of the City Clerk’s Office.
Assumes responsibility for certain administrative tasks currently performed by support staff, such as preparing agendas, recording minutes, and managing communications for designated boards and commissions, allowing reallocation of resources.
Serves as primary backup for the administrative support team, including coverage of the guest services desk when needed.
Other duties as assigned.