Deputy City Clerk

City of Yuma•City of Yuma, AZ

1d•Hybrid

About The Position

Under basic supervision, assists the City Clerk in performing the full duties of the office as defined by law; performs complex administrative, technical, legal and professional work, including staff supervision. Prepares City Council agendas, records meeting minutes, provides support in managing and maintaining official and historical municipal records; assists in coordinating municipal elections, and verifies and ensures compliance with local, state, and federal rules and regulations and open meeting laws. This ideal candidate is organized, detail-oriented, and committed to providing exceptional public service while supporting the important work of the City Clerk’s Office.

Requirements

Associate’s degree in public or business administration, or related field; AND four years of administrative experience required, preferably in a municipal or county clerk's office in Arizona; OR an equivalent combination of education, training and experience.
Knowledge of: City organization, operations, policies and procedures.
Knowledge of: Federal, State, and City laws, statutes, and ordinances governing City administration, open meetings, public records, and elections.
Knowledge of: Parliamentary practices and procedures governing public meetings.
Knowledge of: Principles and practices of record-keeping, records management, records retention, confidential records management, and contract management.
Knowledge of: Municipal election laws and procedures.
Knowledge of: Legal, ethical and professional rules of conduct for public sector employees and elected officials.
Knowledge of: Safe work practices and security precautions in a public sector environment.
Skill in: Analyzing technical and statutory issues, evaluating alternatives, and developing recommendations.
Skill in: Interpreting and applying state and Federal rules and regulations and statutory standards.
Skill in: Researching, reviewing, correcting and maintaining complex and extensive public records.
Skill in: Verifying the City’s compliance with all laws, regulations, and rules.
Skill in: Assessing and prioritizing multiple tasks, projects and demands.
Skill in: Dealing tactfully and courteously with those seeking information about City functions and activities.
Skill in: Operating a personal computer utilizing standard and specialized software.
Skill in: Establishing and maintaining effective working relationships with co-workers, City Council, Mayor, City Administrator, City departments and staff, regional government agencies, and the public.
Skill in: Communicating effectively verbally and in writing.
A valid Arizona State Driver’s License is required.
Position requires regular travel throughout the community to conduct official City business, including posting legal notices and liquor license applications, attending meetings, and supporting City Clerk operations.

Nice To Haves

Supervisory experience preferred.
Certification as a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks (IIMC) and Certified Elections Official designation through the Arizona Municipal Clerks’ Association (or equivalent) must be obtained within four years of appointment.
Notary Public license is desired.

Responsibilities

Assists the City Clerk in managing the official records of the City; serves as designated records officer of City records and verifies the accuracy of technical files and official records of the City; verifies City records management and retention program is compliant with Arizona statutes.
Attends City Council meetings, executive sessions, work sessions, retreats, board and commission meetings, and other official City meetings as required, including evening, weekends, and holidays; provides administrative support and ensures compliance with applicable legal requirements.
Provides direct administrative and technical support to the Mayor, City Council, City Administrator, City Clerk, boards, commissions, and committees regarding agendas, meeting procedures, records, and compliance requirements; and prepares and distributes updates of the City Code and City Charter.
Assists with the administration of public records requests and ensures compliance with Arizona Public Records Law and applicable records retention requirements.
Manages the preparation, posting, publication, and retention of agendas, minutes, notices, and related meeting records; ensures compliance with Open Meeting Law requirements.
Supports the City Clerk in various election-related tasks to ensure compliance with election regulations; Manages filings; tracks legislative actions concerning elections and campaign finance, monitors campaign finance reports, and contributes to initiative, referendum, and recall materials.
Coordinates timely appointment of board and commission members.
Administers and maintains electronic agenda management, records management, and document retention systems; develops procedures and provides user training to City staff.
Supports emergency operations and continuity of government functions by coordinating emergency meetings, records, notices, proclamations, and official actions as required.
Assists in supervising personnel, including hiring, scheduling, training, coaching, performance management, and professional development.
Serves as Acting City Clerk and assumes City Clerk responsibilities in their absence and exercises delegated authority necessary to ensure continuity of operations by accepting claims and subpoenas, attesting to the Mayor’s and Administrator’s signatures on contracts, ordinances, resolutions and other legal documents, and certifying and notarizing official documents.
Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, vision, values and the “Yuma Way”, and complies with all City policies and procedures.
Maintains strict confidentiality of sensitive, privileged, and legally protected information, including executive session materials, personnel matters, legal documents, election-related records, and other work-related issues and City information; performs other duties as required or assigned.