Job Details

Deputy City Clerk

This position models the organizations core values in all interactions with the public and co-workers in the performance of a wide variety of complex, highly responsible and confidential duties for the City Clerks Office. The Deputy City Clerk assists the City Clerk in planning, organizing, and coordinating all aspects of the City Clerks Office as assigned.

Duties and responsibilities include:

• Providing timely and accurate responses to requests received under the Kansas Open Records Act.
• Communicating orally and in writing with the public, City Commission members and City employees.
• Interacting with the public to obtain and provide information and assistance in a variety of circumstances.
• Prioritizing and responding to inquiries and complaints.
• Functioning as the City Clerk in her absence and performing all statutory and other duties.
• Participating in the timely and accurate preparation, posting, and dissemination of the City Commission Meeting agendas.
• Hand-delivering packets to members of the City Commission.
• In the absence of the City Clerk, attending City Commission meetings and transcribing minutes of their proceedings.
• Assurance that documents approved during the Commission Meeting are signed.
• Compos ing Proclamations for presentation by the Mayor.
• Maintaining vehicle and equipment inventory for all City-owned vehicles and pieces of equipment.
• Maintaining appropriate insurance coverage on vehicle/equipment inventory, as well as on all City-owned land, buildings and infrastructure.
• Preparing tax exemption applications for submission to the Board of Tax Appeals in regard to City-owned property.
• Preparing and submitting to the Crawford County Appraiser the Annual Claim for Exemption from Property Taxation.
• Creating and updating information for the Citys website.
• Assisting with issuing alcohol licenses, including distributing annual notices to alcohol license holders.
• Performing quarterly audits on all restaurants that sell alcohol and allow persons under the age of 21 to enter without a parent or legal guardian.
• Distributing annual notice regarding quarterly audits to qualifying establishments.
• Filing all insurance claims for the City including damage to City-owned property, as well as damage to personal property that a citizen may feel is the Citys responsibility.
• Maintaining records on appointments and terms of office for City Boards and Committees.
• Coordinating with Public Information Manager to advertise open Board and Committee positions.
• Maintaining lists of individuals interested in appointment to City Boards and Committees.
• Writing letters to new and retiring board members.
• Creating and distributing certificates of appreciation for retiring board members.
• Cross-training to serve as a back-up recordkeeper for various City boards and committees as needed.
• Coordinating with the Airport Manager to create and distribute Airport Advisory Board meeting agendas.
• Creating Airport Advisory Board minutes from notes taken by Airport Manager.
• Ordering supplies and meals for City meetings/events as needed.
• Assisting with the on-going maintenance and twice-per-year updating of the City Code Book.
• Coordinating travel and hotel arrangements for City Commission members, the City Manager and the Deputy City Manager.
• Other duties as assigned.

Position competencies include:

• Ability to plan, organize, supervise, train, evaluate, and direct the work of staff.
• Ability to communicate clearly and concisely, both orally and in writing.
• Knowledge of and ability to interpret pertinent Federal, State and local laws, ordinances and regulations.
• Ability to prepare and present clear and concise administrative and financial reports and administer large and complex budgets.
• Knowledge of principles and procedures and demonstrated experience in public administration, budgets, strategic planning, business development and contracts, personnel and risk management.
• Ability to analyze fiscal and administrative problems, procedures, and policies and develop strategic solutions.
• Ability to establish and maintain effective working relationships with employees, community leaders, city officials, and the general public.