Deputy City Clerk
Company: City of Covington, Kentucky
Location: Covington
Posted on: January 15, 2021
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Job Description:
In conjunction with the City Clerk, this position performs
operational and administrative support functions for the Office of
the City Clerk. They are responsible for developing and preparing
Commission agendas and minutes, posting agendas and minutes to the
City website, and preparing and preserving the permanent record of
Commission actions. They will also serve as the custodian of
official City records and public documents and the official
recorder of all City Commission meetings. An important part of this
role involves coordinating legislative actions with other
departments within City Hall. They will also be the first point of
contact for the public and other government officials. The
description listed below is intended to present a descriptive list
of the range of duties performed by employees in this position.
Specifications are NOT intended to reflect all duties performed
within the position. ESSENTIAL DUTIES AND RESPONSIBILITIES: The
duties listed below are intended only as an illustration of the
various types of work that may be performed. The below is not an
exclusive listing of responsibilities or job tasks. * Maintains a
current, comprehensive knowledge and awareness of applicable laws,
regulations, principles and practices relating to the City
Commission, government processes, and requirements of the Clerk's
office; reads professional literature; maintains professional
affiliations; and attends meetings, workshops, hearings, and
training sessions as required.* Performs a variety of record
preparation and management functions: develops and prepares agendas
and post agendas for Commission meetings; compiles, proofreads,
edits, prints, and distributes agenda and post agenda minutes in
accordance with procedural guidelines; prepares and/or edits
correspondence requiring signature by the Clerk to the Commission;
drafts and submits minutes of Commission for approval; prepares and
indexes current and historical accounts of meeting minutes for
public inspection on City website; and updates records repository.*
Provides administrative support to the appointment of Boards,
Commissions and Committees.* Compliance with any city ordinance
assigning duties to the city clerk.* Must be able to demonstrate
proficiency in performance of the essential functions and learn,
comprehend, and apply all City or departmental policies, practices,
and procedures necessary to function effectively in the position.*
Thorough knowledge of modern records management techniques,
including legal requirements for recording, retention and
disclosure.* Prioritizes and responds to calls, e-mails and letters
for the Clerk's Office; handles confidential documents/reports
ensuring they remain secure; assist with preparation of
proclamations; conducts research and prepare research reports for
the City Clerk; assists with preparation of the Clerk's Office
budget; coordinate matters required to prepare for Council
meetings; monitor office supplies.* Assists with special Commission
events that require additional set up, such as closed sessions,
swearing in ceremonies, joint meetings, meetings with other cities,
etc.* Attend staff meetings with the City Clerk to identify staff
agenda items to prepare agenda for City Manager review.* Creates
and maintains a department filing and record system. Ensuring
compliance with the state's record retention requirements.* Attend
bid openings and maintain bid information according to state
records retention schedule.* Assist the City Clerk in maintaining a
register/record of all contracts and agreements made by the City of
Covington with an individual or organization to perform selected
services and approved by the Board of Commissioners or the City
Manager/Mayor. The information recorded shall include the date of
contract entered into, name of city and contractor, description of
work to be performed and at what cost, date of approval by
authorizing authority, signatures of parties to contract.* Prepares
and processes requisitions, invoices, payment vouchers, bills, and
verifies any accounting records as needed. Reviews invoices and
submits for approval of payment; notifies of discrepancies; codes
to appropriate funds; enters required information into financial
software; maintains active account files as needed.* Gathers
information for Open Records Requests as assigned, ensuring
compliance with KRS 61.5870 to 61.882 (Open Records Act) and any
city ordinances applicable to open records.* Performs
administrative and technical support activities relating to
departmental computer software programs and specialized
departmental tasks.* Attends City Commission meetings, work
sessions and other committee meetings.* Must be able to attend
night meetings and work extended hours, as needed and/or required.
Performs other duties as required. KNOWLEDGE, SKILLS AND ABILITIES:
* Knowledge of City, department and personnel policies and
procedures.* Knowledge of standard office policies and procedures.*
Skill in English composition, grammar, spelling and punctuation.*
Skill in typing and word processing and the use of personal
computer/software.* Skill in basic math* Skill in communicating
effectively both orally and in writing* Knowledge of database
management and records retention pertinent to the City Clerk's
office.* Skill in posting items to the City website as needed and
other sources such as newspapers.* Routinely exposed to
confidential information; may disseminate such information
consistent with departmental policies and procedures, requiring
judgement. Reasoning Abilities: * Ability to understand and
effectively carry out verbal and written instructions.* Ability to
develop, interpret and implement local policies and procedures,
written instructions, and general correspondence.* Ability to
define problems and deal with a variety of situations.* Must have
the ability to work accurately with attention to detail.* Ability
to think quickly, maintain self-control, and adapt to stressful
situations.* Ability to analyze facts and to exercise sound
judgement in arriving at conclusions.* Ability to use good
judgement and effectively solve problems.* Ability to establish and
maintain effective work relationships with employees, other
departments, officials and the public.* Ability to handle all
situations with professionalism and respect SUPERVISORY: None
Qualifications QUALIFICATIONS: To perform this job successfully, an
individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of
the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions. Education and/or Experience:
Bachelor's degree in Business or Public Administration, Political
Science, or related field preferred; and two (2) years
administrative experience in a governmental environment; or any
equivalent combination of education, training, and experience which
provides the requisite knowledge, skills, and abilities for this
job. Licenses and Certifications: Must possess and maintain a valid
Kentucky Drivers license; must obtain and maintain a Certified
Kentucky Municipal Clerk (CKMC) within three (3) years of
employment; Kentucky Master Municipal Clerk (KMMC)/Master Municipal
Clerk (MMC) Preferred. 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 to
perform the essential functions. * This work requires the
occasional exertion of up to 25 pounds of force; work regularly
requires sitting, frequently requires standing, speaking or
hearing, using hands to finger, handle or feel and repetitive
motions and occasionally requires walking, stooping, kneeling and
reaching with hands and arms.* Work has standard vision
requirements.* Vocal communication is required for expressing or
exchanging ideas by means of the spoken word.* Hearing is required
to perceive information at normal spoken word levels.* Work
requires preparing and analyzing written or computer data and
observing general surroundings and activities. WORK ENVIRONMENT:
The work environment characteristics described here are
representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions. * Work is typically performed in an office
setting with medium noise level.* Work has no exposure to
environmental conditions. Please note that this job description is
not designed to cover or contain a comprehensive listing of
activities, duties or responsibilities that are required of the
employee for this job. Duties, responsibilities and activities may
change at any time with or without notice. The City of Covington is
proud to be an Equal Employment Opportunity employer. We do not
discriminate based upon race, religion, color, national origin,
gender (including pregnancy, childbirth, or related medical
conditions), sexual orientation, gender identity, gender
expression, age, status as a protected veteran, status as an
individual with a disability, or other applicable legally protected
characteristics. If you need assistance or an accommodation due to
a disability, you may contact us at pduffy@covingtonky.gov or you
may call us at (859) 292-2351. Women and minorities are encouraged
to apply. Bilingual in English/Spanish is a plus.
Keywords: City of Covington, Kentucky, Covington , Deputy City Clerk, Other , Covington, Kentucky
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