Deputy City Clerk

Company: City of Covington, Kentucky
Location: Covington
Posted on: January 15, 2021

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