Chief Deputy City Clerk - Reno, United States - City of Reno

Description

Chief Deputy City Clerk

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Class Title

Chief Deputy City Clerk

Class Code

5105

Salary

$96, $125,736.00 Annually

+ Definition

+ Benefits

Classification Description Summary

Under administrative direction, directs, manages, supervises, and coordinates assigned activities and operations of the City Clerk's Office; coordinates assigned activities with other divisions, departments, and outside agencies; and provides highly responsible and complex administrative support and technical assistance and support to the City Clerk

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume management responsibility for assigned services and activities of the City Clerk's Office including the functions and activities of administrative staff and staff assigned to parking tickets and central cashiering; assist the City Clerk in managing other functions and operations of the City Clerk's Office including records management and reprographics.

Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures.

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.

Plan, direct, coordinate, and review the work plan for assigned staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Oversee and participate in the development and administration of assigned annual budgets; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Manage the notification process and follow-up of City Council agenda items including legal publication; process ordinances, resolutions, agreements, deeds, and easements.

Assist the City Clerk in assuming responsibility for the accurate recording of City Council proceedings and actions; attend meetings as required to provide support in taking notes and in recording City Council meetings, proceedings, and actions; attend City Council/Redevelopment Agency and subcommittee meetings in the City Clerk's absence; supervise the preparation and proofreading of minutes for City Council approval.

Assist the City Clerk in public election process.

Manage the codification and distribution of the Reno Municipal Code.

Oversee the processing of City Clerk's Office records; ensure compliance with the retention schedule.

Maintain the City Clerk's Office CORE site.

Serve as the liaison for the City Clerk's Office with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues.

Serve as staff on a variety of boards, commissions, and committees; prepare and present staff reports and other necessary correspondence.

Provide responsible staff assistance to the City Clerk; conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to programs, policies, and procedures of the City Clerk's Office as appropriate.

Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field; incorporate new developments as appropriate.

Provides assistance to internal and external customers; respond to and resolve difficult and sensitive inquiries and complaints; retrieves documents as necessary in response to requests for information.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of a City Clerk's Office.

Organization and function of City government.

Principles and practices of program development and administration.

Principles and practices of municipal budget preparation and administration.

Principles of supervision, training, and performance evaluation.

Pertinent federal, state, and local laws, codes, and regulations including election laws.

Meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.

Modern office procedures, methods, and equipment including computers and supporting software applications.

English usage, spelling, grammar, syntax, punctuation, and business math.

Principles of customer service.

Ability to:

Oversee and participate in the management of the City Clerk's Office.

Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Oversee, direct, and coordinate the work of lower level staff.

Select, supervise, train, and evaluate staff.

Participate in the development and administration of goals, objectives, and procedures for the City Clerk's Office.

Prepare and administer program budgets.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Research, analyze, and evaluate new service delivery methods and techniques.

Compile data, maintain records and files, and participate in the preparation of administrative or technical reports.

Interpret and apply federal, state, and local policies, laws, and regulations.

Interpret and apply administrative and departmental policies and procedures.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Plan and organize work to meet changing priorities and deadlines.

Work cooperatively with other departments, City officials, and outside agencies.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.

Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing, using both technical and non-technical language.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, records and information management, or a related field.

Experience:

Three years of highly responsible administrative experience involving the development and maintenance of detailed and complex records and legal documents, the meeting of critical deadlines, and the interpretation of laws, regulations, and other legal requirements, and/or an equivalent combination of training and experience.

License or Certificate:

Possession of, or ability to obtain within five years of appointment, Certified Municipal Clerk (CMC) accreditation.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Other Requirements

Mid-Management

B32

Last Update: 11/2021

JD 11/2018

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