Hybrid DEPUTY CLERK I at City of Lakewood

Interested parties must submit a resume, cover letter and 2-4 page writing sample.

JOB SUMMARY:

The Deputy Clerk I works as part of a team to carry out the efficient functioning of the Council Office and Council meetings.

The Deputy Clerk I provides administrative support on tasks related to research, policy, correspondence, legislation and constituent services. The Deputy Clerk I is expected to be a strong writer, problem solver, and collaborator with commitment to public service and customer service. 

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Attend all meetings of Council, held in the evenings approximately 5:30 p.m. – 9:00 p.m.

Duties Related to Council Meetings:

 Produce minutes of regular council meetings.

 Operate camera equipment and video streaming software to create a high-quality video of each meeting. Perform video editing including timestamping, trimming, and publishing Council videos.

 Assist members of the public with the public comment process and other questions before and during meetings.

 Staff assigned committee meetings, produce minutes and summaries of those meetings for the Chairs.

 Take and distribute photos during Council meetings as assigned.

 Assist with tasks related to docket preparation including: uploading docket into agenda management system, numbering and bookmarking docket pages, and stamping legislation with legislative history.

 Assist with preparation for Committee meetings including: preparing committee meeting docket packets and uploading committee materials into agenda management system.

Duties Related to Records Management:

 Assist with filing and maintaining compliance with records retention schedules.

 Assist in publishing digital records and taking appropriate steps to maintain digital archives.

 Assist in fulfilling internal and external records requests.

 Assist with special projects related to evaluating historical archives and taking appropriate follow-up actions.

Duties Related to Outreach:

 Assist Councilmembers at town hall meetings in the community, including setting up and taking down outreach materials

 Regularly update Council calendar with Block Party info, City events and other important community events.

Duties Related to Customer Service:

 Provide responsive service to councilmembers on a variety of administrative needs.

 Deliver excellent customer service on behalf of Councilmembers to residents who contact the Council Office, helping to appropriately direct residents and problem solve on their behalf

Duties Related to Public Policy:

 Work directly with Councilmembers on research and policy questions as assigned.

 Visit local news outlets daily for stories related to the City and share with Council as appropriate.

 Track the work of City boards and commissions and update Council as assigned.

Other Duties as Assigned:

 Draft ceremonial resolutions, website content, outreach materials, and business correspondence as assigned.

 Participate in process improvement learning and projects. Work efficiently and effectively while implementing principals of continuous process improvement.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or GED

College degree of meaningful progress toward a college degree preferred.

1-3 years progressively responsible related experience

Any combination of education, training and experience, which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Other:

Maintain commitment to advise and work with all members of an active City Council, who represent diverse opinions.

Maintain strict neutrality and impartiality in serving the City Council, its committees and members on an equally effective basis.

Possess the ability to put aside personal feelings about any public policy issue under consideration and provide prompt, efficient, effective service to Council members with varying political and public service philosophies.

Licenses and Certifications:

The Deputy Clerk I may choose to pursue continuing education opportunities through Ohio Municipal Clerks Association (OMCA), Northeast Ohio Municipal Clerks Association (NEOMCA), and International Institute of Municipal Clerks (IIMC).

Within three months of hire, complete the three-hour public records training course offered by the Ohio Attorney General or the Ohio Auditor of State.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

Applicable state, federal and local ordinances, codes, laws, rules and regulations and legislative issues.

Administrative principles and practices, including goal setting and implementation.

City government organization, operations, policies, and procedures.

External branches and levels of government and the agencies and departments within them. The legislative process according to Council customs, Lakewood Codified Ordinances, and other applicable laws and regulations.

Key public policy principles, topics, and debates.

Current events including local, regional, and national issues.

Basic financial principles and ability to understand budgeting.

Skill in:

Ability to sustain attention during complex and nuanced public policy discussions and to organize and distill those discussions into succinct written documents.

Business writing, editing, and all related conventions of grammar, punctuation, spelling, etc.

All computer applications and hardware related to performance of the essential functions of the job including Microsoft Office Suite, agenda management software, records management systems, Microsoft Sharepoint, and audio-visual hardware.

Exercising good professional judgement, problem solving, and critical thinking skills.

Using tact, discretion, initiative and independent judgment within established guidelines.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Establishing and maintaining effective working relationships with colleagues from all backgrounds across the organization.

Mental and Physical Abilities:

Ability to add, subtract, multiply and divide quickly and correctly.

Ability to read and understand information and ideas presented in writing.

Ability to listen, understand, and respond to information and ideas presented through spoken words and sentences.

Communicate orally and in writing with internal staff, citizens, and other departmental staff to give and receive information in a courteous manner.

Ability to apply general rules to specific problems to produce answers that make sense.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands and fingers to handle, or feel objects; reach with hands and arms; speak and hear; and occasionally push, pull and/or lift up to 20 pounds, see details at close range (within a few feet of the observer).

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.