Deputy City Clerk

To apply for this position you must complete an employment application online through the City of Bemidji's Website. You will not be considered for employment applying only through Indeed. Please apply online at https://www.governmentjobs.com/careers/cibemidjimn

GENERAL PURPOSE
Performs a variety of routine and complex clerical, administrative and technical support to the City Clerk, City Attorney and City Manager.

SUPERVISION RECEIVED
Works under the general supervision of the City Clerk; may also receive work direction from the City Attorney and City Manager.

SUPERVISION EXERCISED
May provide work direction to other support staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Assists the City Clerk with day to day operations and assigned tasks. Performs duties of City Clerk in the Clerk’s absence.
• Assists the City Clerk with the agenda process of the City Council through the coordination of items, ensuring that items submitted are placed on the agenda, that packets are prepared completely and accurately and distributed and posted in a timely manner.
• Assists the City Clerk with processing of various business licenses and related duties.
• Provides key assistance to the City Clerk to ensure the successful coordination of the election process including, but not limited to, recruiting, scheduling and training election judges; posting legal notices and ballots, maintaining and organizing polling place supplies, equipment and setting up of polling places on Election Day.
• Responsible for processing requests for Special Events and related duties.
• Prepares and distributes City Newsletter, updates Channel 2 Message Board, provides City Website development and updates, and maintains social media account for City Hall.
• Assists in the maintenance of departmental files, official city records and public documents. Gathers data and assists in the preparation of surveys and other reports as required. Maintains strict confidentiality of criminal and personal information and other non-public data.
• Maintains and updates calendars, makes appointments and schedules meetings.
• Receives the public and responds to inquiries from employees, citizens, council members and others, routing to appropriate departments if necessary. Communicates policies and procedures to the public, research records and provides information to the public, media, and other agencies as requested.
• Attends regular and special City Council meetings in the Clerk’s absence, records the proceedings and prepares the minutes for public record; distributes information as requested.
• Responsible for processing checks returned to the municipal liquor stores and parking tickets for non-sufficient funds (NSF), prepares and mails demands for payment, maintains records and forwards checks to diversion if necessary.
• Attends and acts as secretary to various committee meetings as required to take minutes. Prepares agenda and related materials; posts and distributes as necessary. Coordinates Boards and Commissions application process and related duties.
• Serves as a notary public.
• Attends seminars and workshops related to job duties and position responsibilities.
• Performs other duties as apparent or assigned.

MINIMUM QUALIFICATIONS
Education and Experience:

• High School diploma or GED equivalent.
• Four years of highly skilled administrative experience with proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Databases and Publisher; or
• An equivalent combination of related education and experience.

Necessary Knowledge Skills and Abilities:

• Working knowledge of modern records management techniques; working knowledge of modern office equipment, practices and procedures. Extensive knowledge of computers and electronic data processing equipment. Knowledge of the functions, organization and procedures in the various City departments.
• Ability to type minimum of 70 words per minute. Excellent spelling, punctuation and vocabulary skills. Must be detail orientated.
• Ability to prepare reports and correspondence from gathered data. Ability to communicate effectively, both written and orally.
• Ability to maintain confidentiality on sensitive issues.
• Ability to read and interpret documents and procedural manuals. Ability to organize and maintain accurate records.
• Ability to use basic arithmetic to compute rates, ratios and percentages.
• Ability to meet and deal effectively with the public, department heads, other employees, and public officials.
• Ability to work outside regular hours as necessary.

Special Requirements

• Must have a valid driver’s license.
• Must be bondable.
• Must be able to acquire/maintain a notary public certification.
• Must be certified by the Minnesota Municipal Clerks Institute or be willing to attend training to obtain certificate within four (4) years.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing, spreadsheet and database software, telephone, copy machine, postage equipment, election equipment and audio/visual equipment for broadcasting.

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 with disabilities to perform the essential functions.While performing the duties of this job, the employee is required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms. The employee is also required to walk.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT
The 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.

The work environment is business office with computers, computer printers, light to medium traffic. The noise level is moderate.

SELECTION GUIDELINES
Formal Application, rating of education and experience; oral interview and reference check.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Part-time

Pay: $19.99 - $25.32 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location