Deputy Town Clerk

Town of Clayton•Clayton, NC

1d•Onsite

About The Position

The Town of Clayton is seeking applicants for a Deputy Town Clerk for the General Government Department. The Town of Clayton employs more than 340 full-time staff in areas including police, fire, and electric utilities. The Town of Clayton also offers a range of PT positions including positions in Parks & Rec, Library, and Cultural Arts. The Town of Clayton is the fastest growing town in Johnston County, which is the fastest growing county in the State of North Carolina. The vision for the Town of Clayton includes a thriving town where growth contributes to the quality of life enjoyed by long-time residents and newcomers alike; easy access but with an atmosphere that feels smaller than it is; a system of parks and greenways that connect people and places; neighborhoods with a variety of quality living options; a town that offers opportunities for people to live, create, shop and eat; a bustling and historic downtown, and businesses that are successful, growing, and investing in the community. Under the direction of the Town Clerk, the Deputy Town Clerk will perform a variety of administrative, paraprofessional and support duties in the legislative office which require an advanced level of understanding of the Town’s rules and regulations and other organizational goals and services. The Deputy Town Clerk position will have substantial public and inter-department contact at the professional level. Considerable tact and courtesy is required in dealing with the public and staff. The employee must work in accordance with the North Carolina General Statutes, Town Ordinances, and standard office procedures governing the responsibilities of municipal clerks.

Requirements

Knowledge of NCGS
Knowledge of Clayton Code of Ordinances
Knowledge of standard operating practices involved in modern office operation and servicing the public
Ability to deal effectively with the public in a tactful and effective manner
Ability to create and maintain accurate records, reports, and files in accordance to NCGS
Ability to prioritize work and meet deadlines
Ability to multi-task and work with high volume of activities
Ability to communicate effectively in oral and written form
Ability to establish and maintain effective work relationships with coworkers, supervisors and the general public
Ability to obtain/maintain Notary Public
Ability to work/attend night meetings
High School Diploma or GED required.
Notary Public (Required)

Nice To Haves

(NCCMC) North Carolina Certified Municipal Clerk (Preferred)
(CMC) Certified Municipal Clerk Certification (Preferred)
(MMC) Master Municipal Clerk Certification (Preferred)

Responsibilities

Facilitate and coordinate appointed advisory Town Board recruitment process
Maintain database and ensure Town website is updated for the appointed Town Boards
Maintain meeting calendars for the appointed advisory Town boards
Prepare minutes of the Town Council, Planning Board, and Board of Adjustment for microfilming at the [NC] Department of Archives
Record legal documents at the appropriate Register of Deeds Office for the Town of Clayton
Maintain the contract and agreement files for the Town of Clayton
Creation and maintenance of files for Annexation, Subdivisions and Conditional (Special) Use Permit Requests and news paper affidavits
Maintain spreadsheet for keys for Town Hall and Parks & Recreation buildings
Assign keys to personnel
Research minutes and Town Code of Ordinances
Creation of work order for re-key of locks within Town Hall
Research files for requested historical documents
Ensure office supplies are fully stocked to include name plates for all boards
Order logo apparel for council members
Coordinate monthly shred schedule and yearly annual document purge
Knowledge of the open meeting and public records law
Assist with preparation of the agenda for the Town Council meetings
Maintain Resolution and Ordinance Books
Attend Town Council meeting in absence of Town Clerk
Certify official documents in the absence of the Town Clerk
Serve as Notary Public and administer oaths on behalf of the Town as required
Serve as Clerk to the Fire Advisory Board
Serve as Clerk to the Library Advisory Board
Serve as Clerk to the Public Art Advisory Board
Ensuring invoices are coded properly for payment to include legal invoices for Town Manager’s office
Serve as Clerk to other Advisory Boards as needed
Ensure council meeting room set up is complete to include microphone settings, operational laptop and set up of meal
Create financial requisitions for vendor payment
Provide coverage for reception desk as needed
Assist with logistics for meetings of Town Manager
Assist with planning and coordination of special events(Elected Official Event, Organizational Meeting, Advisory Board Appreciation Event, etc.)
Assist during long term absence of administrative assistant assigned to office of the Town Manager
Some evening work required
Other duties as assigned