Administrative Assistant-Deputy Clerk

This position provides clerical support performing advanced or more complex administrative support for the Clerk of Council/City Council or Department Director.

Work involves responsibility for performing office management and delegated administrative tasks.

Work requires the exercise of initiative, independent judgment, and the application of advanced administrative support skills to a wide range of work situations often involving sensitive and confidential information.

This position has significant contact with public officials, department heads, the general public, outside agencies, and other city employees.Employee works under the direction of the Department Director and/or Clerk of Council.

Employee must be able to respond to basic questions from citizens or other employees regarding services and procedures of the department; and to direct questions to other staff.

Work is reviewed for accuracy and completeness, and for adherence with established procedures.

Work is reviewed through meetings with supervisors and co-workers and performance appraisals.(May not include all duties performed) Answers telephone and responds to inquiries over the telephone and in person; refers and assists citizens and other callers; responds to various inquiries and provides information of services and functions.

Provides clerical support to members of City Council and/or boards and commissions, maintains meeting records, and acts in place of the Clerk of Council in his/her absence.

Transcribes accurate meeting minutes from audio or handwritten format using proper sentence structure, punctuation, grammar, and proofreading.

Maintains scanning project of documents by scanning, making notations, filling, and retrieval of electronic material.

Assists in preparing agendas and assembling electronic meeting packets; posts agendas and packets to website and notifies media of their availability in accordance with Ohio Sunshine Laws.

Serves as Special Permit Coordinator to accept and maintain permits for street vendors, block parties, solicitors, and parades, and distributes to appropriate staff for approval.

Serves as Chair of Special Events Committee by maintaining all permit applications filed, notifying the Committee of such events, schedule Special Events Committee meetings as necessary; works with staff and applicants to insure all information is on file and all approvals are received prior to each event.

Assists in the management of citywide and/or departmental public records program, adhering to Ohio Sunshine Laws, and responding to managing all public records requests received by the city.

Attends council meetings and/or other board and commission meetings as directed.

Performs other duties as assigned by the Department Head, Clerk of Council, City Council, or designee.HS Diploma or GED plus a minimum 3 years' experience in an office setting.

Knowledge of modern office practices and procedures.

Knowledge of personal computers and related software.

Knowledge of the principals, practices, and procedures associated with note taking and transcribing.

Knowledge of business English, spelling, and arithmetic.

Ability to establish and maintain effective working relationships with other employees, officials, and the public, and to deal with public courteously and tactfully.

Ability to prepare reports, assist with city records management program and issue permits.

Ability to respond to inquiries from public in a professional manner.

Ability to understand and follow oral and written instructions.

Ability to communicate effectively, both orally and in writing.

Ability to maintain records.

Knowledge of Ohio Sunshine Laws.

Knowledge of Robert Rules of Order.

Ability to obtain Certified Municipal Clerk of Designation within three years of employment.

Ability to work a flexible schedule which will include some evening and weekend hours.