Deputy City Clerk - City of Liberal

Deputy City Clerk

Summary / Objective

 

The Deputy City Clerk assists the City Clerk in the day-to-day operations of the City Clerk’s Office. Responsibilities include assisting with administrative duties, attending City Commission meetings, records management, and issuing special licenses and permits.

 

Essential Functions / Responsibilities

·   Assists the City Clerk department in carrying out various administrative programs and processes.

·   Serves as administrative and clerical support to the City Clerk and City Manager.

·   Assists the City Clerk in providing administrative support to the Governing Body. Responsibilities include preparing and distributing the agenda packets, preparing Commission Chambers for scheduled meetings, attending and taking accurate minutes at City Commission and other Committee meetings.

·   Responsible for maintaining and updating the City’s website with the Governing Body’s meeting dates, committee meeting minutes, and agendas.

·   Responsible for maintaining and updating the City’s Cemetery records.

·   Assists the City Clerk with maintaining the City's Municipal Code.

·   Assists the City Clerk with maintaining and updating the City’s Contract database and keeps track of all Governing Body approved contracts.

·   Responsible for maintaining the City Clerk’s paper and electronic department files, reference publications, Governing Body documents, and state-required documents.

·   Assists in issuing and maintaining specialty permits and licenses and corresponding databases including Business Licenses, Drinking Establishment, Class A or B Club Liquor Licenses, CMB Licenses, Retail Liquor Licenses, other licenses in the Clerk’s Office, and Contract files.

·   Coordinates the City’s bid opening process. Responsibilities include scheduling of bid openings, publication of legal notices, and all records and documentation of the bid process.

·   Assists City Clerk with preparing departmental invoices for approval. May assist with department expense reports.

·   Provides support, information, and direction to employees, residents, and the public regarding the City Clerk’s office, Governing Body, and general questions about the City.

·   Responsible for preparing and submitting the monthly Cereal Malt Beverage State Stamp reports to the Kansas Department of Revenue.

·   Certifies under seal of City and attests to Mayor’s signature; notarizes signatures; certifies true copies, contracts, ordinances, resolutions, deeds, and bonds in the absence of the City Clerk.

·   Acts as Notary Public as it relates to city business.

·   Provides backup to the receptionist desk.

·   May assist the City Clerk with responding to Open Records Requests.

·   May assume responsibility of the City Clerk department in absence of the City Clerk.

·   Employee may be asked by the supervisor to perform other duties that are not listed but are essential to the job.

Knowledge, Skills, and Abilities

Minimum Qualifications / Requirements:

·   Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing.

·   Ability to perform mathematical computations quickly and accurately.

·   Ability to understand and operate the City’s agenda, cemetery, and business license software program.

·   Ability to work independently, as part of a team, and with the public.

·   Ability to protect and maintain confidentiality of information.

·   Ability to prioritize work and meet deadlines with effective results.

·   Ability to understand Kansas Statues regarding the duties and responsibilities of the City Clerk.

·   Ability to understand applicable municipality Federal, State and Local laws, codes and regulations.

·   Ability to understand the Freedom of Information Act and Kansas Open Records Act.

·   Must be proficient in Microsoft Office Suite including Word, Excel, and Access.

·   Standard office procedures, systems, and practices including the use of a computer.

Requirements:

· Individuals must possess a valid and insurable driver’s license and have an acceptable driving record.

· Individual must pass a criminal background check 

· In addition, individual is required to pass a pre-employment drug-screening test. This position is also subject to the City of Liberal’s’ Drug and Alcohol Testing Policy which includes one or more of the following: post-accident testing, Reasonable suspicion testing, and follow-up testing.

Education, Training, and Certification:

·   Must have high school diploma or equivalent;

·   Must have a minimum of an Associate’s Degree in business, public administration, or related field.

·   Must have a minimum of three (3) years of administrative experience including records management and transcription of meeting minutes.

·   Must be or have the ability to become certified as a Kansas Notary Public.

·   Must complete NIMS requirement within one (1) year of hire.