POSITION TITLE: Deputy City Clerk
DEPARTMENT: Administration
ACCOUNTABLE TO: City Clerk
DATE: September 3, 2019

Job Class 14-16

Position Requirements
The City of Wabasha is seeking a Deputy City Clerk. This position performs technical and support work assisting the Clerk, Finance Director, City Administrator and elected officials with City government administrative operations, acts as back-up to Clerk; may assist with payroll, accounts receivable, and accounts payable work. Job requires considerable judgment and is typically performed under general or minimal supervision.

Minimum requirements
Three years of progressively responsible administrative support experience including automated system record keeping, minute taking and researching files which includes considerable public contact is required. Two years of post-secondary coursework in office administration and/or bookkeeping is required. Public sector and supervisory experience are strongly preferred. 7 years of Office Manager type work may be substituted for qualifications and/or skills/abilities noted in job description.

Compensation and Benefits
The 2019 minimum starting salary is $41,305 and 36 hours per week. Starting salary is commensurate with qualifications and experience. The City provides competitive benefits.

Application and Selection Process
Applications may be obtained from the City’s website at http://www.wabasha.org/employment/. Please attach a resume. Position Open Until Filled.

Posting Date: September 4, 2019.
Mailing Address:
City of Wabasha
PO Box 268
Wabasha, MN 55981
Or
Obtain application from:
City of Wabasha
900 Hiawatha Drive East
P.O. Box 268
Wabasba, MN 55981
Phone (651) 565-4568
Fax (651) 565-4569

PRIMARY OBJECTIVE OF POSITION:
Performs technical and support work assisting the Clerk, Finance Director, City Administrator and elected officials with City government administrative operations, acts as back-up to Clerk; may assist with payroll, accounts receivable, and/or accounts payable work. Job requires considerable judgment and is typically performed under general or minimal supervision.

Supervision Exercised: None

ESSENTIAL JOB FUNCTIONS:

  • Attends meetings of the City Council; arranges and publishes notices of meetings; records minutes of all proceedings and maintains accurate and complete records of all actions.
  • Preparation and coordination of Council agenda backgrounds; word processing, copying and assembling packets for distribution to Mayor, Council, newspapers, and City Staff.
  • Assists with City Licenses.
  • Assists City Clerk with elections.
  • Prepares various documents and correspondence for Finance Department and City Administrator.
  • Performs designated duties of City Clerk in Clerk’s absence, including certifying documents for city personnel and public upon request.
  • Assist with Utility billing.
  • Notifies Boards of appointment renewals; notifies Mayor of vacancies; Prepares for Council agenda
  • Prepares and types correspondence, reports, memos, letters, etc. for various Department Heads.
  • Sorts and distributes mail.
  • Works with state and county agencies and other municipalities to solicit and provide information.
  • Notary – Notarize officials signatures.
  • Responds to difficult customer service problems or refer to Clerk, or Administrator.
  • Answers public inquiries by telephone and at the counter, providing information and/or refers as appropriate.
  • Maintains meeting rooms and parks calendars, including reserving meeting rooms and park shelters.
  • Orders office supplies when needed.
  • Prepares meeting notices, posts and publishes as necessary.
  • Prepares agendas, attend meetings, and types minutes for Park Board.
  • Maintains record keeping for ambulance.
  • Maintains records for campground and city dock
  • Making out receipts of collections and prepares deposits.
  • Assists with accounts Payable for City Council, Utilities, and Library.
  • Performs other duties of a similar nature as requested.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Considerable knowledge of general office practices and procedures.
  • Considerable knowledge of City, County, State and Federal election procedures and operations.
  • Considerable knowledge of records retention requirements in accordance with the Minnesota Data Practices Act.
  • Working knowledge of City Charter, ordinances, resolutions and policies.
  • Working knowledge of laws, rules and regulations affecting City government.
  • Working knowledge of City services, operations and procedures.
  • Considerable skill in operating office equipment including, but not limited to facsimile machine, personal computers, Telecommunications Device for the Deaf (TDD), telephone switchboard, etc.
  • Considerable ability to effectively communicate, verbally and in writing, and establish effective working relationships with City staff, state and county officials, elected officials and the general public and to maintain strict confidentiality.
  • Considerable ability to analyze information and develop alternatives for consideration.
  • Considerable ability to practice teamwork and to add value to City operations consistent with City Council goals.
  • Considerable ability to prioritize work, research files and solve problems.
  • Considerable ability to prepare correspondence, minutes, reports and other written materials using an automated system with speed and accuracy.

MINIMUM QUALIFICATIONS:

Three years of progressively responsible administrative support experience including automated system record keeping, taking minutes and researching files which includes considerable public contact is required. Two years of post-secondary coursework in office administration and/or bookkeeping is required. Public sector and supervisory experience are strongly preferred. 7 years of Office Manager type work may be substituted for qualifications and/or skills/abilities noted in job description.