New Job Deputy City Clerk - 0523 In South Carolina

Job Summary

• Provide Administrative and Legislative Support: Assist in preparing draft agendas for City Council meetings, assembling agenda material, and distributing agenda packet. Provide assistance with the preparation of weekly meeting calendars and issuing public notice of meetings and agendas of City Council as required under the Freedom of Information Act. Assist with set up of meeting facilities and equipment for City Council meetings as well as virtual meetings as requested. Provide a wide range of administrative support, including but not limited to assisting with special committees established by City Council; preparing correspondence, reports, and other such documents as necessary; and, accepting legal documents and petitions on behalf of the City. Provide notification of approved annexations and abandonments to utilities and agencies as required by state law. Assist with preparing requests for payments and balancing budgets of City Council and City Clerk. Attend City Council meetings, maintain attendance records, and transcribe minutes as directed. 40%

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  Support City Clerk’s Office Archives and Records Management: Assist in organizing and maintaining legislative history including ordinances, resolutions, formal minutes, agenda packets, indexes, election results, Code of Ordinances, minutes of City Boards and Commissions and other such records as requested by City Council and the City Manager. As directed, research and respond to requests for archived records and documentation for both internal and external customers. Assist in auditing current and archived records for accuracy. Assist in preserving and protecting books, records, and documents of the municipality. Provide legislative and administrative background in the establishment, incorporations, and history of the municipality. Assist in codification of and supplements to the City’s Code of Ordinances. Collect relevant media and news articles pertaining to the city. 15%

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  Support City-wide Records and Retention Management: Work with city department liaisons in organizing, retaining, and managing department records according to the General and Specific Schedules of the South Carolina Department of Archives and History (SCDAH). Assist in the maintenance of documents requiring a retention schedule and purging of such documents as required by the SCDAH. Complete forms required by SCDAH involving records retention. 10%

• Associate degree in Business Management or related field.
• Over four years of administrative experience in a related field.
• Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of city management.
• International Institute of Municipal Clerks (IIMC) Certified Municipal Clerk Certification (CMC) and/or Municipal Association of South Carolina (MASC) Municipal Clerk Training Institute graduate within two years of employment.

• Experience in a city clerk’s office or municipal government environment.
• Possess Notary Public Certification for the state of South Carolina.

• Valid South Carolina Class D Driver's License.

• City Clerk Office operations, services, and activities.
• Pertinent federal, state, and local laws, codes, and regulations.
• Legal requirements related to open meetings, public records, election laws, boards and commissions, and related record keeping requirements and maintenance.
• Procedures and legal requirements necessary to develop, maintain, archive, preserve, and protect municipal records.
• Methods and techniques of public meeting agenda preparation and notification requirements.
• Principles and practices used in recording and transcribing public meeting minutes.
• Policies, procedures, and services of the department, division, program, and city.
• Principles and practices of customer service.

• Perform complex clerical and administrative duties in support of the City Clerk's Office.
• Explain, and apply pertinent laws, regulations, policies, and procedures specific to City Clerk Office operations.
• Provide information and organize material in compliance with laws, regulations, and polices; maintain a variety of complex automated and manual files and records.
• Handle and maintain confidentiality of information.
• Handle and prioritize multiple tasks, schedule interruptions, and shifting time deadlines.
• Assist in organizing, coordinating, and implementing the City's records management program.
• Ensure business documents comply with office standards and guidelines.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with City Council, City Manager, department directors, board and commission members, city staff, and general public.
• Provide exceptional customer service with a high degree of professionalism; be courteous, patient, and personable when working with others.
• Exercise independent thinking and the ability to conceptualize and develop new or improved procedures, techniques or ideas appropriate to the work environment.
• Exercise good professional judgment.
• At an advanced level read, analyze, and interpret general business periodicals, professional journals, technical journals and procedures, financial reports, legal documents, and governmental regulations as well as literature, books, reviews, reports, and abstracts.
• Write reports, prepare business letters, summaries, meeting minutes, and emails using proper format, punctuation, spelling, and grammar, using all parts of speech.
• Make mathematical calculations and draw logical conclusions; work with fractions, percentages, ratios/proportions and measurements.
• Operate general office equipment to include scanner, printer, copier, telephone, dictation equipment, recording equipment, overhead projectors, smart tablet, and computer with Microsoft Office Suite.
• Utilize specialized software and systems to include website administration software, repository for City Council documents and Boards and Commissions, transcription programs, virtual meeting programs, financial programs, legislative document retention program, Geographic Information Systems (GIS) software, PDF Creator, and other job-related software.