DEPUTY CLERK / RECORD MANAGEMENT

Description

   JOB DESCRIPTION Job Title: Deputy Clerk / Record Management Department: General Government Reports To: Deputy City Clerk FLSA Status: Exempt SUMMARY: The records keeper manages the full lifecycle of municipal information, ensuring transparency and legal compliance with state and local open records laws. This role bridges city administration, the governing body, and the public. ESSENTIAL FUNCTIONS THE ESSENTIAL FUNCTIONS INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING DUTIES. ADDITIONAL ESSENTIAL FUNCTIONS MAY BE IDENTIFIED BY THE CITY AND LISTED AS SUCH IN THE INCUMBENT'S PERFORMANCE APPRAISAL ELEMENTS. VARIOUS TASKS MAY BE ASSIGNED UNDER EACH ESSENTIAL FUNCTION. THOSE THAT ARE LISTED UNDER THE EXAMPLES OF WORK ARE NOT ALL INCLUSIVE; THEY ARE EXAMPLES ONLY AND MAY BE AMENDED OR ADDED TO AS NEEDED BY THE CITY. EXAMPLES OF WORK Examples of work performed in this classification include, but are not limited to, the following tasks. These tasks may be amended, or other tasks may be assigned as necessary. • Public Information Requests: Process, track, and fulfill public disclosure and sunshine law requests in a timely manner. • Record Management: Maintain, file and index official city documents including, but not limited to, ordinances, resolutions, contracts, deeds, and board minutes. • Retention and Disposal: Develop and execute systematic record retention schedules and archiving procedures in compliance with state laws. • Meeting Support: Prepare agendas, record official minutes, and publish public notices for the City Board of Aldermen sessions. • Compliance and Custody: Safeguard the corporate seal and certify official municipal documents and legal agreements.     

Requirements

MINIMUM QUALIFICATIONS

If a candidate believes he/she is qualified for the job although he/she does not have the minimum qualifications set forth below, he/she may request special consideration through substitution of related education and experience, demonstrating the ability to perform the essential functions of the position.  

EDUCATION and/or EXPERIENCE:

Graduation from an accredited two-year junior college or university with major courses in public administration or accounting and one (1) year of successful full-time paid employment in public administration or demanding office environment.

OR

Any equivalent combination of education and experience substituting one (1) year of successfully completed college education (30 semester hours) for one (1) year of the required work experience.

OTHER REQUIREMENTS:

Have and maintain a valid Mississippi Vehicle Operator’s license.

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS

• Considerable knowledge of English, spelling, punctuation and arithmetic; and modern office practices, procedures, systems and equipment.
• Considerable knowledge of the occupational hazards involved in the work and the proper safety precautions for the safe performance of the job.
• Ability to understand and follow oral and written instructions; and ability to compose effective working relations as necessitated by work assignments.
• Ability to prioritize and make competent decisions while working on multiple tasks and/or projects.
• Ability to answer calls with a pleasant voice using good grammar and diction.
• Ability to meet and deal with the general public tactfully and courteously both in person and on the phone.
• Ability to learn applicable state codes and regulations.
• Ability to work independently.
• Skill in operating a personal computer with word processing and spreadsheet software, a typewriter, calculator, and other standard office equipment.
• Ability to manage portal data integrity, delivery of timely updates, and ability to meet technical standards.
• Requires attention to detail, problem solving and / or troubleshooting, and adaptability of new processes or portal requirements.

PHYSICAL REQUIREMENTS:

These physical requirements are not exhaustive and additional job-related physical demands may be added to these by the city if the need arises. Corrective devices may be used to meet these physical requirements.

Ability to walk, stand and occasionally move objects up to 10 pounds found in office environment. Ability to see and discern forms, records, reports, maps, charts, diagrams, etc. Ability to give and receive information through speaking and listening. Regularly use fingers and hands to work telephone, office equipment, and computer keyboard.