POSITION SUMMARY

This position models the organization’s 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 Clerk’s Office. The Deputy City Clerk assists the City Clerk in planning, organizing, and coordinating all aspects of the City Clerk’s Office as assigned.

DUTIES AND RESPONSIBILITIES

• Provides timely and accurate responses to requests received under the Kansas Open Records Act.
• Communicates orally and in writing with the public, City Commission members and City employees. Interacts with the public to obtain and provide information and assistance in a variety of circumstances. Prioritizes and responds to inquiries and complaints.
• Functions as the City Clerk in her absence and performs all statutory and other duties.
• Participates in the timely and accurate preparation, posting, and dissemination of the City Commission Meeting agendas. Hand-delivers packets to members of the City Commission.
• In the absence of the City Clerk, attends City Commission meetings and transcribes minutes of their proceedings. Assures that documents approved during the Commission Meeting are signed.
• Composes Proclamations for presentation by the Mayor.
• Maintains vehicle and equipment inventory for all City-owned vehicles and pieces of equipment. Maintains appropriate insurance coverage on vehicle/equipment inventory, as well as on all City-owned land, buildings and infrastructure.
• Prepares tax exemption applications for submission to the Board of Tax Appeals in regard to City-owned property.
• Prepares and submits to the Crawford County Appraiser the Annual Claim for Exemption from Property Taxation.
• Creates and updates information for the City’s website.
• Assists with issuing alcohol licenses, including distributing annual notices to alcohol license holders.
• Performs quarterly audits on all restaurants that sell alcohol and allow persons under the age of 21 to enter without a parent or legal guardian. Distributes annual notice regarding quarterly audits to qualifying establishments.
• Files 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 City’s responsibility.
• Maintains records on appointments and terms of office for City Boards and Committees. Coordinates with Public Information Manager to advertise open Board and Committee positions. Maintains lists of individuals interested in appointment to City Boards and Committees. Writes letters to new and retiring board members. Creates and distributes certificates of appreciation for retiring board members.
• Cross-trains to serve as a back-up recordkeeper for various City boards and committees as needed.
• Coordinates with the Airport Manager to create and distribute Airport Advisory Board meeting agendas. Creates Airport Advisory Board minutes from notes taken by Airport Manager.
• Orders supplies and meals for City meetings/events as needed.
• Assists with the on-going maintenance and twice-per-year updating of the City Code Book.
• Coordinates travel and hotel arrangements for City Commission members, the City Manager and the Deputy City Manager.
• Other duties as assigned.

POSITION COMPETENCIES

• 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.

EDUCATION

• Bachelor’s degree in public administration or related graduate degree. A combination of experience and education which would likely provide the required skill and ability may be substituted.
• Three (3) years of increasingly responsible experience in government or business management.