Deputy City Clerk

City of Wasilla•City Hall, AK

About The Position

The Deputy City Clerk performs advanced administrative support and executive assistance for a variety of department functions in accordance with Alaska Statutes, the Wasilla Municipal Code, and City policies and procedures. The position works under the direction of the City Clerk and is authorized to act on the City Clerk’s behalf during the Clerk’s temporary absence. Employment is contingent upon confirmation by the City Council pursuant to WMC 2.20.020(B). The role manages routine daily operations of the Office of the City Clerk and assists with records and information management, staff supervision and training, public communications, City Council meetings, elections, administrative appeals, cemetery records, and notary services. The position also performs administrative, technical, reporting, and special-project work for the department.

Requirements

High school diploma or equivalent.
Five years of progressively responsible administrative or program management experience, preferably in municipal government and including lead-worker experience. A combination of education and experience may be considered.
If not already held, ability to obtain the Certified Municipal Clerk designation within five years of hire.
Complete required Homeland Security Incident Command System training: ICS-100 online within 15 days of hire, and ICS-200, ICS-700, and ICS-800 as required by the department director or manager.
Become and maintain a Notary Public in the State of Alaska within 60 days of employment.
Valid Alaska driver’s license and an acceptable driving record.
Registered voter of the Matanuska-Susitna Borough.
Knowledge of records and information management, including electronic records databases and management from creation through disposal.
Knowledge of invoice coding, expense tracking, and budget projections; City and department operations, policies, procedures, and practices; applicable local, state, and federal regulations; and standard office practices, business English, document formatting, spelling, grammar, filing, and math.
Proficiency with word-processing, spreadsheet, database, and position-related specialized software.
Organizational and time-management skills, including prioritizing a high volume of work while adapting to changing priorities; research and comprehension of complex written materials; accurate recordkeeping; and effective use of office equipment.
Ability to complete tasks, meet deadlines, and improve office efficiency; instruct, train, and mentor others; prepare accurate, concise records and reports; exercise sound judgment and discretion; and interpret policies and regulations.
Professionalism and ability to communicate effectively in English, orally and in writing, with business representatives, elected officials, department heads, the public, and City employees, using appropriate language and methods for the audience.
Ability to maintain confidentiality and discretion under the Wasilla Municipal Code, Alaska Public Records Act, and other applicable laws and regulations; develop effective working relationships; work allocated hours; and respond after hours if needed.

Nice To Haves

Bachelor’s degree from an accredited college or university in Business or Public Administration.
Certified Municipal Clerk (CMC) designation.
Municipal government experience and experience as a lead worker.

Responsibilities

Perform administrative support for the Office of the City Clerk and assist the Clerk in carrying out duties prescribed by the Wasilla Municipal Code and Alaska statutes.
Manage routine day-to-day operations of the Clerk’s Office and assist in supervising the Administrative Aide to the City Clerk.
Provide courteous customer service and respond to questions and requests from the public, City staff, officials, organizations, and outside agencies; provide information or direct inquiries to appropriate personnel.
Implement the Citywide records and information management program in compliance with applicable policies and laws; maintain filing and indexing systems; train employees; assist with retention schedules and file plans; preserve archival records; and carry out authorized records destruction and disposal.
Create, edit, produce, and distribute correspondence, reports, public notices, mailings, and other materials; draft policies and procedures and recommend operational changes.
Participate in hiring and selection; train and instruct employees; assign tasks, review work, assist with performance evaluations, coach and counsel staff, and recommend personnel actions.
Assist with development and recommendations for the annual budget.
Coordinate activities with other departments and outside agencies and provide information and assistance regarding department operations and policies.
Provide audio and visual technical support for meetings and devices; serve as the department software specialist, maintain access controls, and train users.
Create and update department webpage and social media content.
Attend City Council meetings to assist the Clerk, Mayor, Council members, and public, including recording proceedings in audio and written form; attend committee or commission meetings as directed.
Prepare public notices and ensure their accurate publication; ensure accurate codification of ordinances online and in print.
Track terms of office for elected and appointed officials and perform related application and appointment duties.
Process applications for appeals to the Administrative Hearing Officer; assist appellants and appellees with procedural inquiries; serve as secretary to the Hearing Officer and prepare and distribute appeal records and orders.
Order and maintain department supplies and equipment inventory.
Assist with administration of elections under Wasilla Municipal Code Title 4.
Coordinate burials at the Wasilla Aurora Cemetery and maintain related records; provide notary services.
Prepare recurring reports and standard letters; maintain statistical records, conduct periodic audits, and follow up on reports and forms requiring action or review.
Enter, scan, index, update, and maintain information in spreadsheets, databases, reports, electronic and paper files, and record systems; maintain confidentiality and retain records according to City and department policies.
Conduct research and complete or assist with special projects; perform other duties as assigned.