Deputy Town Clerk

Description

Starting pay rate for this position is expected to be up to $35.44/hour ($73,708.96/annual).

This job classification description is intended to be generic in nature and not an exhaustive list of all duties and responsibilities. The specific tasks/duties may vary based on position assignment and as determined by the Town of Queen Creek.

JOB CLASSIFICATION SUMMARY

Positions assigned to this class are responsible for assisting the Town Clerk in carrying out the administrative duties and responsibilities of the municipal Town Clerk's office and managing assigned programs in compliance with federal, state and Town statutes.

This is the specialist level for Administrative jobs. Requires considerable and broad knowledge within a particular function. Work involves planning and coordinating assignments/projects. As a specialist, possesses a high level of skill and knowledgeable within a function. This specialist level is not available for all jobs/functions.

Examples of Duties

ESSENTIAL DUTIES

The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks will vary over time depending on the Town’s needs.

• Assists the Town Clerk with the Town’s records management program, including archival and records retention. Ensures that records are readily available to the public; maintains, preserves and secures records. Assists staff with requests for a variety of documents.
• Assists the Town Clerk with the Town’s public records program and facilitates as necessary to provide information to citizens as requested in person, by telephone or email.
• Communicates with Town Council, departments, citizens, advisory boards and commissions, and outside agencies to perform research and provide information as required.
• Prepares all committee agendas received from Boards and Committees liaisons and posts agendas on website and physically at designated posting locations; maintains board and commission master membership lists and accepts applications from interested residents; prepares correspondence. Publishes and/or posts any required notices, ordinances and resolutions passed by the Town Council.
• Develops and maintains positive public relations with staff, Town Council, board liaisons and the general public.
• Develops, modifies, and configures department website pages and intranet pages to assure information is current. Posts calendar events, minutes, results and agendas for Town Council and other boards and committees; makes modifications and reconfigurations, as necessary.
• Maintains filing system and creates an inventory of existing files.
• Assists Town Clerk with preparation of Town Council packet, scanning and distribution; and plans and coordinate Council and Boards and Committees catering needs as needed.
• Orders office supplies as needed; processes procurement card statements, requisitions and purchase orders.
• Assists Town Clerk in preparing for and conducting local elections in compliance with State statues and local ordinances; assists with election related questions from the public; performs post-election identification verification; distributes candidate packets and assists candidates with filing instructions and campaign finance procedures.
• Acts for and on behalf of the Town Clerk as assigned; including attending Town Council meetings and other meetings while keeping a full record of the proceedings during his/her absence.
• Notarizes internal/external customer documents upon request.
• Performs related work as assigned.

Typical Qualifications

MINIMUM QUALIFICATIONS (at job entry)

Education and Experience:

Associate’s Degree from an accredited college or university that includes coursework in Business, Communications, Political Science, or a related field and 2 years of related experience; or an equivalent combination of directly related education and experience. Bachelor’s Degree preferred.

LICENSING/CERTIFICATION REQUIREMENTS

• Driver’s License;
• Notary Public Certification or ability to obtain within six (6) months of hire.
• Certified Municipal Clerk preferred;
• Certified Municipal Election Official preferred;
• Maintain all certifications/licenses required at job entry.

KNOWLEDGE

• Applicable Federal, state and local laws, codes, ordinances, rules and regulations, including legal requirements of public notice posting;
• Municipal government structure, functions and organization
• Open meeting laws as they apply to the Town;
• Election laws and procedures;
• Office practices and procedures; filing systems procedures and records management;
• Bookkeeping, municipal accounting and purchasing practices
• Standard office equipment including the computer and programs relevant to the performance of applicable duties and responsibilities;
• Website maintenance principles and practices;
• Customer service principles;
• Standard office equipment including the computer, multifunctioning copier and programs relevant to the performance of applicable duties and responsibilities.

SKILLS

• Prioritizing projects and tasks, multi-tasking, flexibility, and ability to work under pressure;
• Interpreting applicable Federal, state and local laws, codes, ordinances, rules and regulations to Town Clerk’s office processes;
• Collecting, organizing and researching information;
• Using a wide variety of office equipment;
• Providing customer service;
• Using computers and related software applications;
• Exercising initiative, independent judgement and discretion;
• Attention to detail and organizational skills;
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, Town Council, the general public, and other interested parties sufficient to exchange or convey information and to receive work direction;
• Handling sensitive and confidential information;
• Dictating meeting minutes.

The following is a list of employment benefits offered by the Town of Queen Creek to full-time employees. The list is for informational purposes only. It does not create or connote any contractual rights or obligations. Additional details will be provided upon hire and are available in the Town of Queen Creek Employee Handbook.
Major Benefits for Full-Time Employees
(Employees choose the benefits that best meet their needs.)

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pre-tax unreimbursed medical and dependent care flexible spending accounts
• Arizona State Retirement System membership
• Short-term and Long-term disability insurance for the employee
• Town-paid basic life insurance
• Optional employee-paid employee and dependent supplemental life insurance
• Commuter life insurance for business travel and travel to and from work
• Deferred compensation plan (457) with employer match
• Retirement Health Savings Account
• Optional enrollment in Identity Protection Program
• Paid holidays, plus one floating holiday annually
• Vacation leave hours annually
• Four weeks of Paid Parental Leave
• Optional income replacement insurance
• Worker's compensation insurance
• Employee assistance program; offers confidential individual/family, marriage, legal and financial counseling
• Training opportunities and continuing education opportunities, including tuition reimbursement for pre-approved programs
• Direct deposit of paychecks
• Wellness Programs with incentives