Deputy City Clerk

The City of Upper Arlington is an equal opportunity employer, striving to foster an equitable and inclusive work environment.

1. Attends meetings of City Council, City Council subcommittees and assigned task force meetings as directed; attends various Board & Commission meetings as directed; takes minutes of meetings;
2. Prepares and compiles materials for City Council meetings, including agendas, public notices, legislation, minutes, and other meeting materials in conformance with agenda deadlines and within targeted turn-around times.
3. Assists with public records requests for the City; redact sensitive information as required; provides records to requester in compliance with the Public Records Act.
4. Administers record retention program; organizes records destruction; arranges and schedules off-site storage access.
5. Proofs and edits documents generated by the City Clerk's office; ensures that Council’s meeting records are accurately archived.
6. Acts as the City Clerk in his or her absence.
7. Performs special assignments as requested, to include researching and preparing reports and projects.
8. Assists with evaluating and implementing technology solutions for efficiency, including, but not limited to: digital storage and retrieval of City Council permanent records; agenda material production; meeting management.
9. Prepares general clerical and administrative duties in support of department management and operations (e.g., answers the phone; assists Clerk with related correspondences, letters, memos, forms, resolutions, and reports, filing and light maintenance of office equipment; scans documents; distributes mail; schedules appointments); sets up and prepares meeting rooms, council chambers and other areas for meetings.
10. Maintains licenses and certifications as required, if any.
11. Demonstrates regular and predictable attendance.
12. Meets all job safety requirements and all applicable safety standards that pertain to essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES:(* indicates developed after employment).
Knowledge of:

• Applicable laws, regulations, City policies, procedures, and requirements including Ohio Ethics law and Public Records & Open Meetings laws.
• *Records Management
• City government operations
• All computer applications and hardware related to performance of the essential functions of the job including windows based software and hardware.
• General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment.
• Methods and techniques of research, statistical analysis and report presentation.
• Best practices in diversity, equity and inclusion practices, strategies, systems, and policies as it relates to area of work.

Skill in:

• Preparing clear and concise minutes, correspondence and other written materials.
• Accurately proofreading copy with accompanying knowledge of grammar, punctuation
• and spelling.
• Communicating clearly and effectively, both orally and in writing.
• Excellent organizational, attention to detail, communication, and advanced proofreading skills.
• Using tact, discretion, initiative and independent judgment within established guidelines. Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational and statistical data and materials.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
• Typing at a rate of 65 net words per minute.

Ability to:

• Carry out instructions in basic written, oral, or picture form;
• Interpret a variety of instructions in basic written, oral, picture, or schedule form;
• Deal with problems involving several variables within a familiar context;
• Define problems, collect data, establish facts, and draw conclusions;
• Exercises independent discretion;
• Read, copy, and record figures accurately;
• Calculate fractions, decimals, and percentages;
• Complete routine forms;
• Prepare routine correspondence;
• Compiles and prepares reports;
• Prepare accurate documentation;
• Research and collect data;
• Respond to routine inquiries from public and/or officials;
• Demonstrated awareness of and an ability to effectively use communication that overcomes socio-cultural and lingual barriers, to be aware of verbal and nonverbal forms of communication, and listen and adapt approach to fit audience
• Comprehend simple sentences with common vocabulary;
• Understand a variety of written and/or verbal communications;
• Arrange items in numerical or alphabetical order;
• Sort items into categories according to established methods;
• *Maintain records according to established procedures;
• Answer routine telephone inquiries;
• Develop and maintain effective working relationships;
• Travel to and gain access to work site.
• Work evenings, nights and weekends, as required.

EQUIPMENT USED: The following are examples only and are not intended to be all inclusive.
Standard business office equipment.

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); routinely required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; regularly required to lift, carry, push, or pull objects 20 1bs. or less.
Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.

CITY VALUES:
Incumbent must model the following established city values: Teamwork/Collaboration, Integrity, Service, Leadership, Communication, Growth, Professionalism and Ethics.

Salary : $30 - $42