Deputy City Clerk

Deputy City Clerk

Under the direction of the City Clerk, the Deputy City Clerk performs administrative and technical duties in support of the City Clerk Department. This position coordinates the appropriate, compliant, and accurate management of all physical and electronic city records; participates in the development and implementation of citywide public records management policies and procedures; monitors and assists city departments with records management to ensure compliance with city policies and state retention schedules. The Deputy City Clerk provides support to the Public Records Analyst in processing public disclosure requests; works collaboratively with the City Clerk to ensure transparency of the legislative process, and acts as the Acting City Clerk in the absence of the City Clerk.

Performs a variety of complex administrative and technical duties in support of the City Clerk Department. Performs the duties of the City Clerk in the absence of the City Clerk or as requested. Maintains familiarity with all core duties and tasks related to the City Clerk Department, and provides input on the services, programs, and activities of the department.

Records Management

• Analyzes and administers the city's records and information management, retention, and disclosure-related policies, procedures, and protocols.
• Assists residents, elected officials, and all levels of city staff who are unable to locate records or update data.
• Troubleshoots and provides problem-solving solutions compliant with regulations, laws, and protocols.
• Develops and implements procedures, guidelines, and controls for the storage, retrieval, tracking, and filing of active and inactive records; trains staff on records management software applications.
• Ensures compliance with the Public Records Act by maintaining the appropriate retention, management, disclosure, and disposition of public records. Guides departments in preparing records for offsite storage and state archiving; monitors record handling to ensure retention and destruction measures are followed; and oversees offsite centralized records storage.
• Administers the electronic records repository collaboratively with the City Clerk and IT.

Legislative Support

Other Duties

Education and experience equivalent to graduation from high school supplemented by coursework in business administration or records management. Four (4) years of increasingly responsible administrative support and records management experience preferred. Public sector experience preferred.

Licenses and Other Requirements :

Knowledge of :

Ability to :

Environmental Conditions / Physical Effort : Work is performed primarily in an office environment, involving frequent periods of sitting, standing, and walking. Noise levels are generally moderate, typically from office equipment and customer interaction. The position may require travel to various City or community locations to perform job duties. Occasional lifting and moving of materials up to 50 pounds may be required. Work involves frequent verbal communication, active listening, and the clear exchange of information with customers, including those who may be upset or emotionally charged. Requires sustained concentration, attention to detail, and the ability to remain calm, professional, and respectful in stressful or conflict situations.