Deputy City Clerk

City of Hastings•Hastings, MN

21h

About The Position

This position provides highly skilled administrative support preparing City Council documents, issuing and tracking business licensing, administering elections, and public records requests. The duties and responsibilities listed are intended only as examples of the types of work performed by employees in this position and are not intended to be all-inclusive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The City reserves the right to revise or change job duties as organizational needs and job requirements change.

Requirements

Associate’s degree or its equivalent.
Professional experience with the Microsoft Office suite.
Good verbal and written English communication skills.
Notary commission or ability to obtain upon hire.
Discretion when handling sensitive materials.
Strong organizational skills.
Ability to respond in a courteous and professional manner with both internal and external customers.
Ability to work independently with minimal supervision.
Ability to express oneself clearly and concisely, both orally and in writing.
Ability to maintain a high level of confidentiality.
Knowledge of the Minnesota Records Retention laws.
Strong attention to detail.

Nice To Haves

Two years of experience in municipal government.
Direct experience with elections, Dakota County a plus.
Direct experience with public meeting management.
Direct experience with website content management.
Direct experience with Municipal business licensing.
Experience using digital content management software (i.e., Laserfische, etc.).

Responsibilities

Issue and track City business licensing.
Assist the City Clerk in administering and managing primary, general, and special elections in compliance with all relevant laws and ordinances.
Recruit, train, and provide work direction to election judges and election assistants.
Maintain election equipment and manage election supplies.
Coordinate with polling locations.
Administer early voting.
Assist with local candidate filing, voter registration, and financial reporting procedures.
Oversee election records retention.
Prepare City Council meeting materials, coordinate notifications, take follow-up actions, draft minutes, and manage records retention.
Prepare required public notices for meetings and hearings.
Maintain the City’s municipal code, ensuring timely updates and proper ordinance codification.
Assist with the preparation of minutes for the Planning Commission and Hastings Economic Development and Redevelopment Authority (HEDRA).
Make recommendations for the City’s fee schedule.
Maintain the City Clerk and Elections web pages.
Provide Notary Public services for City legal requirements, residents, staff, and the general public.
Assist with public records requests.
Manage records retention schedule.
Service on committees as assigned.
Other tasks and special projects as assigned.
Regular attendance is required.