Deputy City Clerk

SUMMARY: This is responsible and varied administrative and clerical work involving assistance for the operation of the City Clerk’s office at The City of Brandon, MS.

ESSENTIAL FUNCTIONS:

THE ESSENTIAL FUNCTIONS INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING DUTIES. ADDITIONAL ESSENTIAL FUNCTIONS MAY BE IDENTIFIED BY THE CITY AND LISTED AS SUCH IN THE INCUMBENT'S PERFORMANCE 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.

EXAMPLES OF WORK:

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.

• Performs liaison activities between the City Clerk’s office, the Mayor, Aldermen, and the public as required; answers variety of written and telephone inquiries relating to routine operations and proposes answers and solutions.
• In courteous and helpful manner, answers main incoming City telephone lines and answers questions to include event schedules and city programs/Information. If unable to satisfy caller, route calls appropriately or take messages to include inquiries, requests and complaints from public and provides appropriate follow up response.
• Types forms, letters, memorandums, reports, tabulations, statements, various records and other materials from rough draft or detailed instructions.
• Operates computers, calculators, copying machines, typewriters and other equipment.
• Performs responsible and complex clerical tasks in assisting in the City Clerk’s office; registers voters and assists the City Clerk in conducting City elections; assists City Clerk in the custody and maintenance of the City Seal; makes copies for Minute Books, maintain Minute Book Indexes and records, maintain Ordinance Books by indexing and recordings; Indexes and records; maintain vehicle tags and files; handle public records requests, agenda package preparation, filing, and copying; file deeds and easements with county, post notices for Special Board Meetings or Work Sessions, etc.;
• Assist with city election process to include registering citizens and participate with all related functions of the election.
• Varied and routine office administrative tasks.
• Participate in all city related events as needed.
• Attend clerk certification and secretary state training as requested by the clerk.

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 two-year junior college or university with major courses in public administration or accounting and one (1) year of successful full-time paid employment in public administration or 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.

OTHER REQUIREMENTS:

Have and maintain a valid Mississippi Vehicle Operator’s license.

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS

• Considerable knowledge of English, spelling, punctuation and arithmetic; and modern office practices, procedures, systems and equipment.
• 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.
• Able to answer calls with a pleasant voice using good grammar and diction.
• Able to meet and deal with the general public tactfully and courteously both in person and on the phone.
• Able to learn applicable state codes and regulations.
• Ability to work independently.
• Skill in operating a personal computer with word processing and spreadsheet software, a typewriter, calculator, and other standard office equipment.

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 10 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. Regularly use fingers and hands to work telephone, office equipment, and computer keyboard.

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 typical office setting which is usually quiet with frequent interruptions.

EQUAL EMPLOYMENT OPPORTUNITY:

The City of Brandon is an Equal Opportunity Employer. Selection of position will be made without discrimination for any reason such as race, color, religion, sex, national origin, politics, or marital status.