Deputy City Clerk

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #15: Deputy City Clerk

NUMBER OF VACANCIES:  1

DEPARTMENT: Administration/City Clerk

WORK LOCATION: City Hall

HIRING RANGE: $23.9632 - $37.2385/Hour

PAY GRADE: M Non-Exempt

TYPE OF POSITION:  Regular, Full-Time

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m. to 5:00 p.m.

APPLICATIONS WILL BE RECEIVED UNTIL: Monday, February 10, 2020

JOB DUTIES

Resumes submitted without a City of Farmington application will not be considered in our job selection process. 

ESSENTIAL DUTIES:

Assists the City Clerk in performance of duties and management of the City Clerk's office and provides a variety of routine and complex clerical and administrative assistance.

Works under the general supervision of the City Clerk.

Assumes duties of the City Clerk in the absence of the City Clerk, including management of the office.

Prepares notices of meetings for posting and publication pursuant to the Open Meetings Act.

Prepares agendas for City Council meetings in accordance with the Open Meetings Act.

Manages daily support functions of office and requires detailed skill in coordinating, assessing and prioritizing multiple tasks, projects and demands. 

Attends meetings of the City Council and transcribes minutes from notes taken into usable form for the permanent record.  Exceptional writing skills are necessary.

Authorizes the release of City records ensuring compliance with Inspection of Public Records Act.

Provides initial contact with the public at City Hall and escorts/directs visitors to the appropriate individual and location.

Provides information to the public and handles citizen complaints or refers them to the proper authority for disposition.

Provides support services to the Mayor, City Council, City Manager, and City Clerk. 

Assists the City Clerk in supervising and overseeing the operations of the Archives division and directs the retention and destruction of City records in accordance with the Records Retention Schedule. 

Assists in the maintenance, filing and retrieval of permanent records.

Assists the City Clerk in the coordination of municipal elections in accordance with state statutes.

Posts legal notices, agendas and other pertinent information to the City's web page and manages and meets detailed publication deadlines pursuant to state statutes.

Determines the type and need of business licenses/registrations for businesses conducted within the Farmington city limits in accordance with City Code and issues such licenses/registrations upon approval by the City Clerk.

Receives payments for licenses/registrations, balances receipts and posts payments collected.

Tracks and maintains private investigator, private patrol operator and pawnbroker bonds for expirations, renewals and approval in accordance with City Code.

Procurement Card liaison for the City Clerk's office.

Makes travel arrangements and prepares travel requests.

Serves as a Notary Public.

NON-ESSENTIAL DUTIES:

Processing of timesheets for the department.

Schedules ministers to give the invocation at City Council meetings.

Serves as a member of various employee committees, as assigned.

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

QUALIFICATIONS

This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Policy.

Graduation from a college or university with a bachelor's degree in business management, records management, public administration or a closely related field, and two (2) years of related experience; or any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.

Working knowledge of the principles and practices of modern public administration.

Extensive knowledge of office practices and procedures.

Attendance of regular City Council meetings held at 6:00 p.m. on the second and fourth Tuesdays of each month and a willingness to maintain flexible work hours which may include early morning, evening, lunch and weekend hours.

Ability to type 80 words per minute or at a rate sufficient to perform duties of job.

Ability to take meeting notes a rate sufficient to perform duties of job.

Comprehensive knowledge of computers and software packages including specific knowledge of Microsoft Office.

Ability to effectively meet and deal with the public.

Ability to work with irate customers in an effective and calm manner.

Ability to work well under pressure and in stressful situations.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Thorough knowledge of modern records management techniques, including legal requirements for retention and disclosure.

Ability to communicate effectively, both verbally and in writing.

Must be able to obtain Notary Public commission within six (6) months of employment.

Ability to operate tools and equipment listed.

TOOLS AND EQUIPMENT USED:

Personal computer including word processing software, typewriter, mainframe computer terminal, recording equipment, laser printer, scanner, dictating equipment, calculator, copy machine, telephone and fax machine.

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 frequently required to sit, talk and hear.  The employee is required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment 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 a normal office setting.  The noise level in the work environment is usually quiet.

  WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.

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