Deputy City Clerk

City of Forest Lake•City of Forest Lake - City Hall, MN

2d•Onsite

About The Position

Under the direction of the Assistant City Administrator, the Deputy City Clerk performs advanced clerical and administrative duties in support of City operations. The role coordinates City elections; processes business-related licenses, including liquor and tobacco licenses; maintains the City Code and legal records; and updates the City website. The Deputy City Clerk serves as the lead administrative staff member, providing cross-departmental guidance, coordination, and support to City Hall administrative personnel. The position offers the opportunity for future advancement to City Clerk. The work includes preparing City Council agendas and meeting materials, attending meetings and workshops as directed, drafting minutes, maintaining official records and online publications, processing data requests, and coordinating elections. The Deputy City Clerk also schedules meetings and City Hall rooms, assists with communications, and performs other duties assigned by the Assistant City Administrator or City Administrator. Work is typically performed in an office setting with moderate noise, using computers and office equipment and interacting with the public, staff, and elected officials. The position requires occasional exertion of up to 30 pounds and includes regular sitting, speaking, hearing, repetitive motions, and frequent reaching, along with occasional additional physical activities.

Requirements

High school diploma or equivalent, plus two to four years of post-secondary education or training in a related field, or equivalent relevant experience.
Two to four years of progressively responsible administrative experience in a City Clerk’s office, municipal government, or a related setting.
Proficiency with Microsoft Office Suite and document management systems.
Excellent written and verbal communication skills.
Strong attention to detail and organizational skills.
Ability to conduct research and develop concise reports.
Ability to manage confidential or sensitive information with discretion.
Ability to work effectively with elected officials, City staff, and the public.
Ability to meet deadlines and manage multiple priorities in a fast-paced environment.
Ability to attend evening meetings as required, such as City Council or commission meetings.

Nice To Haves

Experience with records management, meeting preparation, and election administration.
Associate’s degree or higher in public administration, business administration, or a related field.
Strong knowledge of municipal policies, procedures, and statutory responsibilities of a city clerk’s office.
Experience preparing agendas and minutes for public meetings.
Familiarity with the Minnesota Data Practices Act and Open Meeting Law.
Knowledge of election laws and experience supporting local elections.
Experience with records management, agenda, or EPR software such as Laserfiche, BS&A, or CivicPlus.
Minnesota Certified Municipal Clerk (CMC) certification or ability to obtain it within four years of hire.
Notary Public commission or ability to obtain one.
Experience working in a union or civil service environment.

Responsibilities

Provide cross-departmental guidance, coordination, and support to City Hall administrative personnel, particularly for the public service counter, office supply area, and general administrative functions.
Review and process data requests in accordance with City Policy and the Minnesota Government Data Practices Act.
Prepare correspondence, reports, resolutions, and ordinances as directed.
Prepare City Council meeting agendas and materials; attend Council meetings and workshops as directed; and draft meeting minutes.
Maintain official minute, ordinance, and resolution books, online publications, publication affidavits, titles, and other City legal record books.
Coordinate State Primary and General elections and other City elections, including recruiting election judges, publishing legal notices, assembling election materials, processing absentee ballots, and other election activities, as needed or in coordination with Washington County.
Schedule appointments and meetings as directed by the Assistant City Administrator.
Schedule City Hall meeting rooms for City departments and the public.
Process City business licenses, including liquor and tobacco licenses.
Update the City website and assist with communications as directed.
Perform other duties as assigned by the Assistant City Administrator or City Administrator.