DEPUTY CITY CLERK

Performs non-supervisory duties and performs Clerk related functions including records management and data practices; preparation of Council agendas and related documents that may include licenses/permits. Utility billing management and election administration. This position works under limited supervision and provides support to the City Clerk/Treasurer, City Administrator and City Council.

Essential Duties and Responsibilities

· Produces and mails payments to vendors; keeps orderly records of payments for yearly audit; assists in yearly audit.
· Answers questions, resolves concerns, and provides information to residents and the general public via telephone, email, mail and in person in a prompt, respectfully, and friendly manner, routes inquiries as appropriate.
· Investigates complaints and makes routine inspections to determine compliance with the City Code and other applicable laws and ordinances.
· Support code enforcement in filing code violations, preparing letters, notices and report and maintaining files.
· Updates utility meter reads, prepares work orders for public works maintenance employees and dispatches said employees to utility calls.
· Prepares and processes utility bills, collects/ receipts payments and makes deposits; performs monthly updates on refuse containers; updates computer with all changes in customer and system information; processes utility shut-offs, assessments for delinquent utility accounts; processes and pays state and county report fees; and performs related duties regarding utility accounts and affected areas such as land use and building permit applications.
· Prepares and distributes City Council agendas and packets including public meeting notices. Completion of Council meeting minutes. Serve as Notary Public.
· Administers, organizes and conducts primary and general elections including election judge recruiting and training, arrange polling place, candidate filing and financial reports, absentee voting, maintain voting equipment. Ensures election procedures are in compliance with election laws.
· Manages the building permit process for the city including receipting in permit applications, tracking progress, communication with builders, developers, home owners and city staff.
· Performs miscellaneous office tasks and conducts research of city records when needed.
· Practices open communication, listens and seeks to understand others; uses City resources wisely.
· Assists the public and staff by providing/interpreting policies, procedures, rules and regulations, ordinances, etc. including federal, state and local laws to the public and internal customers.
· Manages the license/permit process for liquor, tobacco, peddler, businesses and animal registry.
· Performs other related duties as directed by the City Administrator or apparent.
· Tracks/processes escrow funds for land use, I&I’s, permits, etc.

Knowledge of:

· Government laws, rules and regulations and operations, and the relationship of a support function.
· Accounting principles, practices, and methods.
· English usage, spelling, grammar, punctuation, and editing.

Skilled in:

· The use of a variety of software applications and technical equipment.
· The organization and maintenance of files and record keeping.
· Written and verbal communication skills and exceptional phone etiquette, with an ability to relate effectively with diverse individuals.
· Detail oriented, adaptable, flexible and is a quick learner.

Ability to:

· Account for and handle money.
· Work cooperatively in a team environment and display integrity.
· Establish and maintain effective working relationships with other employees and the general public to deal with public relation problems courteously and tactfully.
· Perform accepted secretarial and accounting practices and procedures.
· Demonstrate initiative and work with minimum supervision.
· Maintain confidentiality of communications, documents, and other matters.
· Maintain records and prepare from such records.
· Communicate effectively, orally and in writing, with residents providing appropriate information.
· Operate a telephone, hear and understand customers and respond orally with appropriate information.
· Make decisions in accordance with established policies and procedures.
· Prioritize City needs and coordinate operations and services.
· Represent the City in a professional, courteous, and efficient manner.
· Gather information effectively and efficiently.
· Prioritize work, research and solve problems.
· Handle numerous interruptions, switch from task to task while maintaining focus on task at hand and producing high quality work.
· Ability to handle multiple projects.
· Ability to complete work on tight timelines.
· Ability to interpret laws, rules and regulations.
· Ability to plan and organize large scale events.

Required Qualifications

· High school degree or equivalent and two years of increasingly responsible accounting work experience including experience with an automated accounting system.
· Intermediate level proficiency with Word and Excel
· Valid driver’s license and satisfactory motor vehicle record


Desired Qualifications

· Administrative and/or financial experience in municipal government
· Minnesota Certified Municipal Clerk designation (MCMC) and or/International Institute of Municipal Clerks (IIMC) certified
· Previous experience as Deputy City Clerk, City Clerk, Treasurer or Municipal Accounting position
· Experience working with elections and knowledge of elections laws and procedures
· Experience in records management, data practices and open meeting law
· Knowledge of governmental and general accounting procedures/ principles.

Provided upon request

Typical Work Environment Work is performed in typical office environment with extended periods of sitting and prolonged use of computer and related equipment. This position is light duty and may occasionally require the employee to lift, carry, push, pull, or otherwise move objects.

Janell Gildemeister
City Clerk
clerk@cityoftonkabay.net
952-474-7994