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Stephanie C. Mullings » Deputy Clerk
1/13/2011 10:25 AM



Position Overview

Performs routine clerical, data processing work in the billing of utility and other public services. The fundamental reason for the existence of this classification is to perform a wide variety of confidential tasks of a clerical and technical nature.


Works under the supervision of the City Clerk, provides secretarial support to City Clerk in the City Clerk's Office.

Duties and Responsibilities:

Reads computer files or gathers records such as work orders and invoices, etc to compile needed data.
Enters information into the computer and collects computed amounts due.
Prepares invoices for water bought from the main meter.
Balances daily cash report to collections received for utility bills, meter deposits, water taps, sewer taps and bag fees.
Processes work orders for utility disconnections, reconnection's, new orders and other public works services requests.
Prepares and mails utility bills; maintains current customer account files; and assists in reconciling utility billing activity.
Receives telephone calls and citizen visits concerning utility billings or services; handles questions and matters of a more technical nature; and responds to citizen complaints.
Pursues collection of delinquent utility accounts, including preparation and mailing of final notices, shut-off and turn-on orders, establishing and monitoring payment schedules, customer follow-up account research.
Answer telephones and screen calls for the City Clerk.
Assist the City Clerk in copying, mailing documents and filing;
Maintain various office manuals and types resolutions, ordinances, proclamations and other material needed by the City Clerk for the meetings of the various Commissions;
Assist City Clerk in filing copying documents as needed for the City Clerk's Office.
Answers and screens calls for the Mayor's Office.

Other Duties

In addition to the duties listed in the Essential Duties section, the employee in this classification may perform the following duties. Any single position may not be assigned all duties listed below, nor do the examples cover all duties which may be assigned.

Assist other employees in the office;
May be asked to backup the Clerk in the Court Clerk's Office.


Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Education and Experience:
Two years secretarial experience in a public or private law office.
At least a 12th grade Diploma. Higher education or completion of a secretarial training program may be substituted for some of the above experience.

Language Skills:
Must be able to read and interpret municipal files and comprehend complex instructions, correspondence, and memos in the English language.
Ability to prepare general correspondence and speak effectively using the English language.
Ability to effectively communicate and present information in a one-on-one and/or group to citizens and other employees of the City.

Necessary Knowledge, Skills and Abilities:
Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; skill in operating a personal computer, central billings system terminal, 10-key calculator, phone, base radio, fax and copy machines; the ability to perform arithmetic computations accurately and quickly; ability to communicate effectively verbally and in writing; ability to establish successful working relationships; ability to work under pressure and/or frequent interruptions; and the ability to work with angry or difficult customers.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Special Requirements:
Must possess, or be able to obtain by time of hire, a valid state driver's license without record of suspension or revocation in any state.
Must never have been convicted of a felony or serious misdemeanor.
Must be bondable.

Other Matters:
The position of Deputy Clerk is full-time; works regularly scheduled hours year-round, and may require some overtime after normal working hours. The person in this position never works shift work.. The position necessitates the ability to maintain confidentiality.
The stress level associated with this position is moderately. Physical work involved in this position exists only in major emergencies and crisis situations.

Work Environment:
The duties listed herein above are intended only as illustration of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
This job description does not constitute an employment agreement or contract between the employer and employee, and is subject to change by the employer, at its sole discretion, as the needs of the employer and requirements of the job change.
Deputy Clerk is an employee at-will, and the Board of Aldermen of the City may terminate the relationship at any time, for any reason, with or without cause or notice.