Deputy Clerk II

The City of Kodiak, Clerk's Department is recruiting for a full-time Deputy Clerk II.

The Clerk's Department is looking for an experienced team player that has a desire to be a part of a Department working hard to serve the needs of our community.

Under general supervision, the incumbent is responsible for performing a full range of administrative duties for the City Clerk's department.

Acts as a recorder and/or parliamentarian advisor for Council meetings, work sessions, boards, commissions and advisory committees as assigned by the City Clerk.

Required to follow Federal, State and local laws as pertaining to job duties and responsibilities of a municipal clerk as assigned.

The goal of the City of Kodiak government is to provide quality municipal services as efficiently and effectively as possible within guidelines established by federal and state law, the Charter of the City of Kodiak, the Kodiak City Code, and the citizens of Kodiak as represented by City Council.

The office of the City Clerk provides for the coordination of and records the activities of the City Council and maintains all official municipal records and documents.

The Deputy Clerk must perform these duties in a manner that reflects positively on the City and the Department.

* Providing administrative support, gathering information, proofreading, editing and processing documents and information.

* Preparing correspondence, meeting agendas, information packets, meeting minutes, ordinances, resolutions, proclamations, public notices, and/or other related material.

* Initiates, processes and reviews routine and/or specialized paperwork, contracts, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information.

* Serving as the department's records specialist; assisting with administering the City's Records Management Program, including the management of assigned department records and assisting other department records coordinators as assigned by the City Clerk or higher level deputy clerk as appropriate.

* Maintains and manages voluminous administrative, financial, legal, and historical records and archives records with any and all City-wide departments as needed.

* Coordinates City-wide records retention schedule changes and maintains destruction schedules and maintains City-wide records inventory.

* Prepares City Code supplements, City Fee Schedule and Clerk's various Operating Manuals.

Updates City Council's and Advisory Operating Manual(s). Assist with City Policies and Procedures Manual, Procurement Manual and other documents as needed.

* Manage the completion of various City permits that are issued by the City Clerk's department including processing land applications and vehicle for hire applications.

* Drafting letters and general correspondence for the City Clerk to review and sign.

* Works with other City staff and management to research and develop new processes, methodologies, and systems for department programs.

* Train City-wide staff on agenda management software and records management software as assigned.

* Providing general information regarding the City and records programs to staff and work with citizens to respond to public records requests.

* Assists the City Clerk in administering elections to include ballot preparation and testing.

Program and troubleshoot optical scan units.

Assigns, trains and directs election personnel.

Coordinates with State Division of Elections and Borough for equipment receipt, inventory and delivery.

* Responsible for routine updates to the City Council and City Clerk's website and administers website information related to assigned area; processes advertising and posting of public information.

* Researches and compiles information for the Clerk.

* Maintain, monitor, and set up equipment for public meetings.

* Monitors and/or tracks budgets; prepares and manages purchase orders; performs basic account reconciliations.

* Responsible for ensuring sufficient meeting supplies and set up for meetings.

* Performs duties as Alaska Notary Public.

* Performs other duties relevant to the work of the Clerk's department as assigned by the City Clerk.

Deputy Clerk II: High school diploma or General Education Development (GED) and Bachelor's degree and five years of general office support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSING REQUIREMENTS: * Valid Alaska Driver's License or ability to obtain within 30 days of hire.

* Registered voter in Alaska.

* Limited Governmental Notary designation or ability to obtain within 30 days of hire.

* Serve as an Alaska Voter Registrar for the department.

* Be eligible for and enroll for the Certified Municipal Clerk (CMC) program.

LICENSING PREFERRED: * Certified Municipal Clerk (CMC) Certification.

PHYSICAL REQUIREMENTS: Positions in this class typically require: reaching, standing, walking, finger dexterity, grasping, feeling, talking, hearing, seeing and repetitive motions.

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

If the use of arm and/or leg controls require exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORKING CONDITIONS: Most work performed in routine office environment with some out-of-office duties required.

Non-standard work hours may be required.

A typing test must be submitted with the application.

A certified typing test can be obtained by taking the typing test at the Kodiak Job Center.

A typing test can also be obtained by going to and completing the '3 Minute Test' in any method and attach the results with employment application.