Assistant Deputy Clerk
Company: City of Fort Wayne
Location: Fort Wayne
Posted on: April 24, 2024
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Job Description:
Assistant Deputy Clerk
Job Code:
2023173
Posted On:
Wednesday, 29th November 2023
Category:
Regular Full Time
Department:
City Clerk's Office
Shift:
8:00 am to 5:00 pm, may vary depending on need.
Location:
Fort Wayne, IN 200 E. Berry Street
Pay Rate:
$30.06 per hour
Job Description:
SUMMARY
Working under the direction of the City Clerk, incumbent acts as a
liaison between the public and office staff. Other responsibilities
include assisting in the organization of City Council meetings and
other public meetings; assisting in preparations, filing, and
retrieval of documents and records; recording and transcribing
meeting proceedings. Acts in the absence of the City Clerk and
Deputy Clerk. The incumbent is expected to exercise good judgment,
independence, initiative, and professional expertise in conducting
day-to-day operations. All work duties and activities must be
performed in accordance with the City safety rules and operating
regulations, policies and procedures as well as federal, state, and
local regulations.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to
interact with the public, City incumbents, and outside agencies
with patience, tact, respect, and professionalism and the
following. Other duties may be assigned.
Prepares Common Council Committee and Regular Session Agendas in
Deputys absence;
Receives and reviews all Bills received from the Legal Department
to ensure that each Bill is placed in the correct City Council
Committee in Deputys absence;
Collates Bills to disperse to Clerk, Deputy, Councils Liaison and
members of Common Council as needed;
Acts as liaison for Deputy and Clerk as necessary; while greeting,
assisting, and directing visitors to the Violations Bureau and
other City and County Offices;
Prepares Legal Notices to be published in Fort Wayne
Newspapers;
Prepares Agendas, and Minutes for posting to the website;
Assists with scheduling Council Rooms, and City Clerks
Calendar;
Receives Vacation requests from the general public for the Planning
Department;
Assists the public with completing Tort Claims;
Performs follow-up activities resulting from Council meetings,
including ensuring that ordinances and resolutions are properly
signed by all council members, encoding into Application/Extender,
and obtain the mayors signature for final approval;
Works with staff, the general public, and elected officials
providing a high level of administrative support;
Researches public records and provides information to the public
and staff members concerning City Council actions, laws,
ordinances, codes, procedures and projects;
Compiles agenda items for City Council meetings; prepares and
distributes agenda packets; summarizes and publishes agenda
information to web page;
Prepares and publishes legal and public notices in coordination
with City Departments;
Establishes and maintains an effective working relationship with
other employees and the general public;
Responsible for the duties of Deputy when absent;
Performs other administrative duties as assigned by the Clerk and
Deputy;
Reviews historical document scans performed by intern;
Sends past due false alarm letters to violators and to collections,
if not paid;
Prepares paperwork for marriage ceremonies;
Verifies cash receipt transmittal forms are correct, verifies
receipts are correctly processed in controllers office, and obtains
quietus number;
Process vouchers in Munis as needed in Deputies absence;
Run YTD budget reports in Munis as needed;
Track and turn in police commission applications for parking
control officers to the Board of Public Safety;
Review parking control daily worksheets and weekly radio log and
document information in a maintained spreadsheet;
Maintain board appointment spreadsheet in coordination wi h Mayors
office;
Scan City Council appointments in Application Extender and maintain
with the Mayors office.
MARGINAL FUNCTIONS
Performs other duties as assigned.
PERFORMANCE EXPECTATIONS
The incumbent is responsible to manage their performance in
accordance with this job description and the performance
expectations provided to them by management. If at any time the
incumbent is unsure of their role or specific responsibilities, it
is the incumbents responsibility to refer to their job description
and ask for clarification from their supervisor. Management will
work with the incumbent, as needed, to ensure performance
expectations are clearly communicated and performance goals are
achieved.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities, but assumes
responsibility of the City Clerk supervising staff members in
Clerk's and Deputy Clerks absence.
QUALIFICATIONS To perform this job successfully, an individual must
be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions.
EDUCATION and/or EXPERIENCE
High School Diploma or equivalent certification and five (5) years
of increasingly responsible secretarial experience with varied
clerical, public contact and technical office management work;
Highly skilled with computers and computer software, data
management, data retrieval, and website management;
Ability to take and transcribe minutes as necessary;
Detail orientated, highly organized with natural aptitude to thrive
in fast paced environment with ability to manage multiple
priorities in constantly changing environment;
Knowledge of archives and records management laws, systems and
technology, with ability to input and retrieve data via
computer;
Knowledge of techniques for dealing with a variety of individuals
from various socio-economic, cultural and ethnic backgrounds, in
person and over the telephone;
Ability to demonstrate good judgement and professional behavior at
all times;
Ability to communicate effectively with co-workers, officials and
the general public to exchange or convey information and to receive
work direction.
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business
periodicals, professional journals, technical procedures, or
governmental regulations. Ability to write reports, business
correspondence, and procedure manuals. Ability to effectively
present information and respond to questions from groups of
managers, clients, customers, and the general public.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts,
interest, commissions, proportions, percentages, area,
circumference, and volume. Ability to apply concepts of basic
algebra and geometry.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of
concrete variables in situations where only limited standardization
exists. Ability to interpret a variety of instructions furnished in
written, oral, di
Keywords: City of Fort Wayne, Noblesville , Assistant Deputy Clerk, Other , Fort Wayne, Indiana
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