Deputy City Clerk

City of Laurinburg•303 W. Church Street-City Hall, NC

8d•Onsite

About The Position

Performs highly difficult skilled administrative support work for the City Clerk, Budget & Management Services (BMS) Director, City Manager, and City Council. Performs professional work in comprehensive backup role for the City Clerk in performance of duties and to meet all public meeting and legal requirements, maintains and assists with custodial duties for all public records. Serves as additional point of contact for the Administration Office. Work is performed under the general supervision of the City Clerk.

Requirements

Thorough knowledge of NC General Statutes and of local ordinances governing the responsibilities of municipal clerks.
Thorough knowledge of the organization and functions of municipal government.
Thorough knowledge of Microsoft Office and the ability to master other software.
Thorough knowledge of effective public event coordination and management skills.
Comprehensive knowledge of standard office practices and procedures, strong attention to detail, and advanced organization skills.
Considerable knowledge of the principles of grammar, spelling, and composition.
General knowledge of local, state, and federal laws regarding purchasing and contracts.
General knowledge of standard and approved practices and procedures employed in processing, safekeeping, and utilization of official municipal records and documents.
Ability to independently exercise judgment, solve complex problems, and exhibit strong analytical and critical thinking skills.
Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken.
Ability to organize and maintain detailed files, for ease of other team member retrieval.
Ability to communicate ideas exceptionally in both oral and written format and independently prepare professional written correspondence.
Ability to handle confidential information in an appropriate manner.
Ability to establish and maintain effective working relationships with associates, elected and appointed officials, and the general public.
Bachelor’s degree in business, public administration, office administration, or related field with considerable experience in skilled public administrative work; or equivalent combination of education and experience.
Possession of or ability to obtain Notary Public license within six (6) months.
Possession of or ability to obtain NC Certified Municipal Clerk designation within two (2) years.
Valid NC driver’s license.

Responsibilities

Provide administrative support to the Administration Department and Governing Body as directed by the City Clerk.
Attends all official meetings of the City Council in the absence of the City Clerk; prepares and disseminates meeting minutes; assist with meeting preparation activities for City Council meetings; provide backup for City Clerk responsibilities, including attesting and notarizing official documents in the absence of the City Clerk completely cross-trained in high level administrative and clerk duties, public notice procedures for meetings, public hearings, and special interest items; prepares necessary public notices for publication and signs for posting, tracks advertising to verify accuracy of content and publication dates; maintains affidavits file.
Assist in preparation of monthly board agenda; draft/development of proclamations, agenda items, welcome letters, recognition certificates, and other ceremonial documents for presentation by the Mayor/City Council; drafts/reviews submitted ordinances/resolutions for consideration by Council; drafts press releases, and correspondence.
Assist with membership rosters of various boards and commissions; alerts appointing authority of upcoming term expirations; verifies candidate’s eligibility to serve.
Reserves and coordinates Council Chambers and various conference rooms for meetings; ensures technology and building accommodations are in place.
Answer inquires and serve as a contact for researching and processing public records requests or historical information on file; coordination of public records requests requires coordinating with staff, seeking approval by City Attorney and case completion.
Answers routine and non-routine correspondence and assembles highly confidential and sensitive information.
Independently coordinates special events, public engagements, travel, and meeting arrangements for City Council, the City Manager, and BMS Director.
Answer all incoming calls for the Clerk’s Office, the Mayor/City Council, and City Manager; handles independently, unless direct involvement of City Clerk is required, to assist the public with such matters as complaints, requests and suggestions to be addressed to the City Manager or Mayor/City Council; assist City Clerk with complex issues from City officials and general public exhibiting extraordinary professionalism, communication, and customer service techniques.
Other duties as assigned by the City Clerk.
Provides excellent customer service when working with citizens, elected officials, and/or associates.
Support the overall City organization by executing the directives as set forth by the immediate supervisor and elected officials.