Deputy City Clerk

Overview Assist the City Clerk, City Council and public, by carrying out duties prescribed by Alaska Statutes, Houston Municipal Code, and the Houston City Council. In the absence of the City Clerk perform all duties and functions required. Maintain confidentiality of sensitive issues and documents. Assist Commissions and Boards as required by the City Clerk.

Reasonable Accommodations:

To perform this job successfully, an individual must be able to perform each essential duty and physical demand satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Essential Functions The responsibilities listed below are illustrative of the various types of duties that may be performed with or without reasonable accommodation.

• Attend City Council, other meetings as directed and prepare agendas, packets, and write minutes. Will also fill in for the Public Works Clerk when he/she is not available.
• Assist with coordination and preparation of City Council meeting legislation, agenda management, minutes, and packet. Proofreads and reviews items submitted to Council for completeness, grammar, and compliance with applicable state, federal and municipal law.
• Maintain City records in accordance with city-wide records management policies and procedures.
• Assist with coordination of City elections by coordinating the activities of election officials, precinct supplies, prepare and publish mandated notices, ensuring voter eligibility, and other related processes.
• Act as Voter Registrar. Provide Notary Public services.
• Assist with coordination of Permanent Fund Levy.
• Provide Grant Research.
• Administrative Aide to City Clerk.
• Facilitate the development of Business License & Sales Tax processing and filing systems, and maintaining these to meet administrative, legal and financial requirements.
• Issue business licenses and provide notices to businesses that have not applied for a business license.
• Prepare and mail delinquent and over/under payment notices.
• Issue exemption certificates to non-profit organizations, wholesalers, contractors in accordance with the Business License Code.
• Recommend to the City Clerk changes on city ordinances regarding sales tax and business license code.
• Provide information and instruction to citizens and businesses in regards to compliance with sales tax and business license code.
• Receive payments from citizens via check, cash or credit card and issue receipts in compliance with City financial procedures.
• Responsible for updating content for the City web page and City Facebook page.

Provide general Receptionist duties. Receive, open and distribute mail for the City. Scope and Accountability /Supervisory Responsibility Regular contact with the Clerk, and other Department Supervisors, and City employees to ensure all above responsibilities are carried out. Respond to inquiries, requests and concerns from the public, media, government and private agencies, elected officials, department heads and staff with a well-developed sense of tact, courtesy, and discretion.

Knowledge, Skills, and Abilities:

Advanced administrative clerical skills and working knowledge of principals and practices of office administration. Extensive knowledge of business office technology to include computers, scanners, copy machines, telephones, printers, and other office equipment. Working knowledge of a variety of software applications and computer skills to include but not limited to Microsoft Office Suite, and Adobe Professional. Knowledge of business English, spelling, punctuation and grammar. Knowledge of intranet and webpage content management. Ability to comprehend, interpret, and apply federal, state, and municipal law. Knowledge of records management practices. Ability to communicate effectively and express ideas clearly and concisely both in verbal and written communication. Ability to compile data and create and deliver presentations.

• Knowledge of cash payment policies and procedures.

Pay:

$54,080.00 - $70,553.60 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person