September 12, 2024

Job Title:                               Deputy Clerk I

Department:                        Office of the City Clerk

Employment Status:           Full Time

Location:                               Gluckstadt, MS

Reports to:                            City Clerk

FLSA Status:                         Non-Exempt

Date:                                      9/10/2024

Starting Salary:                    $42,000.00

 

SUMMARY:   The Deputy Clerk I is an administrative position whose primary responsibility is to provide support and assistance to the City Clerk’s office, under the direction of the City Clerk. The Deputy City Clerk I assists the City Clerk and the Assistant City Clerk in managing the daily operations of the City Clerk’s Office, focusing primarily on human resource functions, purchasing & procurement, fixed assets, monthly board agenda preparation, communications and social media, as well as, travel and insurance processing. This role requires a strong knowledge of employment law and general municipal statutes and regulations, multi-tasking and organizational skills, attention to detail, and the ability to maintain confidentiality, while providing excellent customer service to the public, city officials, and staff.

 

ESSENTIAL FUNCTIONS

The essential functions include, but are not limited to, the following duties:

 

EXAMPLES OF WORK:

• Acts as a liaison between the City Clerk’s office, other Departments, the Mayor, Aldermen, and the public as required; reports to the City Clerk directly and secondly, reports to the Assistant City Clerk, if the City Clerk is unavailable or directs; answers variety of written and telephone inquiries relating to routine operations of the City Clerk’s office and the City Administration in general; proposes answers and solutions.
• In a professional and courteous manner, screens visitors to the City Clerk’s office and answers division’s incoming telephone lines; answers general questions related to city business; if unable to satisfy caller, routes call appropriately or take messages to include inquiries, requests, and complaints from public and provides appropriate follow up response.
• Responds to requests for information and refers certain requests and complaints from officials, customers, and the public to appropriate staff for resolution.
• Performs data entry and maintains databases for office records.
• Assists in filing, indexing and organized maintenance of city records.
• Reviews and compiles data for city projects and functions, as needed.
• Varied and routine office administrative tasks.
• Operates general office equipment (copy machine, fax machine, scanner) and must have strong knowledge of Microsoft Office Suite (Word, Excel, Power Point, Outlook).
• Inputs data, maintains logs and generates reports as directed.
• Drafts letters, correspondence, memoranda, reports, presentations, statements, tabulations, and other documents as directed (sometimes sensitive or confidential in nature).
• Proofs materials for accuracy, completeness, and compliance with City standards, policies, and procedures; ensures reports and documents for signature are accurate and complete.
• Required to undergo training on municipal administrative software system (Tyler Incode 10/9 System); required to undergo training for CMDCC designation through MSU’s Center for Government & Community Development (if certificate not previously obtained).
• Performs highly responsible and complex clerical tasks in assisting in the City Clerk’s department. Examples of work performed in this classification include, but are not limited to, the following tasks. These tasks may be amended, or other tasks may be assigned as necessary:

 

Human Resources

• Administration of human resource functions, including recruitment, onboarding, benefits administration, employee record maintenance, employment issues, state reporting, and offboarding;
• Maintains and updates confidential personnel files and updates to payroll system, ensuring compliance with local, state, and federal regulations;
• Supports the board with implementation of human resource policies, working with the and procedures and assists departments with annual employee training and departmental performance evaluations;
• Attends employment law educational conferences and stays up to date with the latest changes to employment law, regulations, and trends;
• Assists in planning city events such as team building activities, city employee holiday gatherings, and employee recognition opportunities;

 

Purchasing & Procurement

• Assists City Clerk in the procurement process, including review and preparation of departmental requisitions, solicitation of bids, and vendor communications;
• Ensures compliance with city purchasing policies and procedures, and maintains records of purchases, contracts, and vendor agreements;
• Monitors budget expenditures related to purchasing and provides reports to the City Clerk, Assistant City Clerk and Board, as needed;
• Maintains complete and accurate listings of city vendors and vendor files, processing updates in city software system;

 

Fixed Assets & Inventory

• Maintains the city’s fixed asset records, ensuring accurate data entry, tracking, reporting, depreciation, and auditing of city assets;
• Coordinates monthly physical inventory audits with departments and ensures the proper disposal or transfer of assets in compliance with city policies and state guidelines;
• Assist in the preparation of fixed asset reports for City Clerk, Assistant City Clerk and Board; issuance of financial statements and audits;
• Serves as the Official Property Officer for the City;

 

Monthly Agenda Preparation

• Assists City Clerk in monthly regular and special called meeting agenda package preparation; takes and prepares minutes in City Clerk’s absence, or as needed;
• Participates in meetings of the Board of Aldermen and other city committees, as necessary or directed;
• Assists City Clerk in maintenance of minute, resolution and ordinance book indexes and records;

 

Other Duties As Directed

• Maintains city insurance files; processes surety bonds of employees, elected officials, and city property insurance; ensures timely contract renewals and proper documentation is recorded for audits;
• Processes travel vouchers for city employees and elected officials; maintains travel files and ensures compliance with city travel policies and regulations, state travel guidelines;
• Assists City Clerk with public records requests and records retention;
• Assists City Clerk in voter registration, elections training (Party Executive Committees, Municipal Election Commission & Poll Workers) and administration of municipal elections;
• Participates in all city-related events as necessary;
• Assists the public with inquiries related to the City Clerk’s Office;
• Attends training and continual education programs as required;
• Strong familiarity (and ability to learn) a wide array of state and federal statutes and/or regulations impacting daily municipal operations; knowledge of general municipal laws (code charter form of government), i.e., employment law, purchasing law, ethics law, elections law, fixed assets guidelines, audit guidelines, ensuring city compliance with all.
• Always represents the City Clerk’s office in a professional and courteous manner.
• Additional essential functions may be identified by the city and listed as such in the incumbents work appraisal elements. Various tasks may be assigned under each essential function. Those that are listed under the examples of work are not all inclusive; they are examples only and may be amended or added to as needed by the city.

 

SUPERVISORY RESPONSIBILITIES

None required.

 

Incumbent performs other job-related tasks as assigned and required; any duties/ tasks included in the employee’s performance evaluation elements are essential to that employee’s position within the job classification.

 

MINIMUM QUALIFICATIONS:

If a candidate believes he/she is qualified for the job although he/she does not have the minimum qualifications set forth below, he/she may request special consideration through substitution of related education and experience, demonstrating the ability to perform the essential functions of the position.

 

EDUCATION and/or EXPERIENCE:

Graduation from an accredited four-year university with major courses in public administration, government, public policy, accounting and three (3) years of successful full-time paid employment in public administration or a demanding office environment.

 

OR

 

Any equivalent combination of education and experience substituting one (1) year of successfully completed college education (30 semester hours) for one (1) year of the required work experience.

 

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS

• Principles and practices of effective customer service and customer-oriented telephone etiquette able to meet and deal with the public tactfully and courteously both in-person and over the telephone.
• Considerable knowledge of modern office practices, administrative practices, and procedures, including file and document management procedures and practices.
• Considerable knowledge of the occupational hazards involved in the work and the proper safety precautions for the safe performance of the job.
• Ability to understand and follow oral and written instructions; and ability to compose effective working relations as necessitated by work assignments.
• Able to prioritize and make competent decisions while working on multiple tasks and/or projects.
• Ability to learn applicable state codes and/or federal regulations; research state statutes, attorney general opinions, cases and other legal memorandums as needed.
• Ability to learn city organization, ordinances, rules, policies, and procedures.
• Tech savvy and able to learn a highly advanced software system and perform routine maintenance on website / app administration updates.
• Ability to work independently without much supervision; ability to multi-task and pay attention to intricate details.
• Communicate clearly and effectively, both orally and in writing; correct utilization of the English language, including spelling, grammar, and punctuation.
• Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data, knowledge of standard office equipment.
• City administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records.
• Manage stress effectively without it interfering with performance.
• Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures. Type accurately at a speed necessary to meet the requirements of the position.
• Maintain strict confidentiality of privileged information.
• Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
• Establish and maintain highly effective working relationships with the City staff, Department heads, Mayor, City Council members, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, the public, and others encountered in the course of work.

 

PHYSICAL REQUIREMENTS:

These physical requirements are not exhaustive and additional job-related physical demands may be added to these by the city if the need arises. Corrective devices may be used to meet these physical requirements.

 

Ability to walk, stand and occasionally move objects up to ten pounds found in office environment. Ability to see and discern forms, records, reports, maps, charts, diagrams, etc. Ability to give and receive information through speaking and listening. Use fingers and hands to work telephone, office equipment, and computer keyboard.

 

OTHER REQUIREMENTS:

Have and maintain a valid Mississippi Vehicle Operator’s license; ability to get to and from work each day, 8:00 am – 5:00 pm.

 

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

 

The work environment is a typical office setting which is usually quiet with frequent interruptions.

 

I understand that the duties listed above are intended as illustrations of the diverse types of work that may be performed and the omission of specific statements of duties does not exclude them from the position. This Job Description does not constitute an employment agreement between the employer and employee, and I understand that the employee/employer relationship is “at-will.”  I also understand that this Job Description is subject to change by the employer as the needs of the employer and requirements of the job change.

A cover letter, resume and references may be mailed, hand-delivered or emailed to the following:

Attn: Ms. Lindsay Kellum

City Clerk, City of Gluckstadt

343 Distribution Drive

Gluckstadt, MS 39110

info@gluckstadt.net