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DEPUTY CITY CLERK
City of Greenville
City of Greenville
 

 

 

Job Location: Greenville, SC
Job Type: Full Time
Department: CITY MANAGER''S OFFICE
DEPUTY CITY CLERK - 0522 Salary

$38,480.00 - $56,763.20 Annually


Location

206 S. Main Street - Greenville, SC



Job Type

Full Time


Department

CITY MANAGER`S OFFICE



Job Number

00761


Division

CITY CLERK








Brief Description

Job SummaryUnder regular direction and in compliance with standard operating procedures and policies, performs complex and technical administrative work in the City Clerks Office. Provides City Clerk with administrative and legislative support; boards and commissions support; archives and records and retention management support for the office as well as city-wide organization, and election support. Assists with preparing, reviewing, and organizing weekly City Council meeting agenda packet and meeting calendar. Assists with handling financial and budgetary matters for City Council and City Clerk. Assists with collecting and posting of public meeting notices for City Council and boards and commissions meeting agendas and minutes as required under the Freedom of Information Act (FOIA). Attends meetings of City Council and Municipal Election Commission and assists with transcribing minutes. Assists with preserving historical books, records, and documentation of the municipality, and assists with coordinating the codification of and supplements to the Citys Code of Ordinances. As directed, performs research of City Council records for internal and external customers. Assists with auditing current and archived records. Position requires attendance at all meetings of City Council.

Job Duties

Essential Functions
Provide Administrative and Legislative Support: Assist in preparing draft agendas for City Council meetings, assembling agenda material, and distributing agenda packet. Provide assistance with the preparation of weekly meeting calendars and issuing public notice of meetings and agendas of City Council as required under the Freedom of Information Act. Assist with set up of meeting facilities and equipment for City Council meetings as well as virtual meetings as requested. Provide a wide range of administrative support, including but not limited to assisting with special committees established by City Council; preparing correspondence, reports, and other such documents as necessary; and, accepting legal documents and petitions on behalf of the City. Provide notification of approved annexations and abandonments to utilities and agencies as required by state law. Assist with preparing requests for payments and balancing budgets of City Council and City Clerk. Attend City Council meetings, maintain attendance records, and transcribe minutes as directed. 40%

Provide Support for Boards and Commissions: Assist in posting calendars and meeting agendas as required under the Freedom of Information Act. Collect minutes and attendance records of the Citys Boards and Commissions as needed. Assist in preparing correspondence to applicants and appointees, scheduling interviews, and confirming appointment recommendations. Assist in preparing memorandums and supporting documents for City Council review as directed. Assist in reviewing new applications and validating residency. Assist in providing annual seminar for staff liaisons regarding processes and procedures in serving with the boards and commissions. Attend meetings and transcribing minutes of the Municipal Election Commission and any other board or commission as required. 30%


Support City Clerks Office Archives and Records Management: Assist in organizing and maintaining legislative history including ordinances, resolutions, formal minutes, agenda packets, indexes, election results, Code of Ordinances, minutes of City Boards and Commissions and other such records as requested by City Council and the City Manager. As directed, research and respond to requests for archived records and documentation for both internal and external customers. Assist in auditing current and archived records for accuracy. Assist in preserving and protecting books, records, and documents of the municipality. Provide legislative and administrative background in the establishment, incorporations, and history of the municipality. Assist in codification of and supplements to the Citys Code of Ordinances. Collect relevant media and news articles pertaining to the city. 15%


Support City-wide Records and Retention Management: Work with city department liaisons in organizing, retaining, and managing department records according to the General and Specific Schedules of the South Carolina Department of Archives and History (SCDAH). Assist in the maintenance of documents requiring a retention schedule and purging of such documents as required by the SCDAH. Complete forms required by SCDAH involving records retention. 10%

Assist with Organizing Elections: Assist in organizing city elections and referendums and locating and confirming polling locations in conjunction with the Greenville County Voter Registration and Elections Office. Assist in preparing agenda and minutes of the Municipal Election Commission. As directed, schedule and confirm training required of the Municipal Election Commissioners. 5%


Perform other duties as assigned.


Qualifications

Job Requirements
Associate degree in Business Management or related field.
Over four years of administrative experience in a related field.
Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of city management.
International Institute of Municipal Clerks (IIMC) Certified Municipal Clerk Certification (CMC) and/or Municipal Association of South Carolina (MASC) Municipal Clerk Training Institute graduate within two years of employment.


Preferred Qualifications
Experience in a city clerks office or municipal government environment.
Possess Notary Public Certification for the state of South Carolina.


Driver`s License Requirements
Valid South Carolina Class D Driver`s License.


Performance Requirements
Knowledge of:
City Clerk Office operations, services, and activities.
Pertinent federal, state, and local laws, codes, and regulations.
Legal requirements related to open meetings, public records, election laws, boards and commissions, and related record keeping requirements and maintenance.
Procedures and legal requirements necessary to develop, maintain, archive, preserve, and protect municipal records.
Methods and techniques of public meeting agenda preparation and notification requirements.
Principles and practices used in recording and transcribing public meeting minutes.
Policies, procedures, and services of the department, division, program, and city.
Principles and practices of customer service.


Ability to:
Perform complex clerical and administrative duties in support of the City Clerk`s Office.
Explain, and apply pertinent laws, regulations, policies, and procedures specific to City Clerk Office operations.
Provide information and organize material in compliance with laws, regulations, and polices; maintain a variety of complex automated and manual files and records.
Handle and maintain confidentiality of information.
Handle and prioritize multiple tasks, schedule interruptions, and shifting time deadlines.
Assist in organizing, coordinating, and implementing the City`s records management program.
Ensure business documents comply with office standards and guidelines.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work independently in the absence of supervision.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with City Council, City Manager, department directors, board and commission members, city staff, and general public.
Provide exceptional customer service with a high degree of professionalism; be courteous, patient, and personable when working with others.
Exercise independent thinking and the ability to conceptualize and develop new or improved procedures, techniques or ideas appropriate to the work environment.
Exercise good professional judgment.
At an advanced level read, analyze, and interpret general business periodicals, professional journals, technical journals and procedures, financial reports, legal documents, and governmental regulations as well as literature, books, reviews, reports, and abstracts.
Write reports, prepare business letters, summaries, meeting minutes, and emails using proper format, punctuation, spelling, and grammar, using all parts of speech.
Make mathematical calculations and draw logical conclusions; work with fractions, percentages, ratios/proportions and measurements.
Operate general office equipment to include scanner, printer, copier, telephone, dictation equipment, recording equipment, overhead projectors, smart tablet, and computer with Microsoft Office Suite.
Utilize specialized software and systems to include website administration software, repository for City Council documents and Boards and Commissions, transcription programs, virtual meeting programs, financial programs, legislative document retention program, Geographic Information Systems (GIS) software, PDF Creator, and other job-related software.

Working Conditions

Working Conditions
Primary Work Location: Office environment.


Environmental/Health and Safety Factors: Relatively free from unpleasant environmental conditions or hazards.


Physical Demands: Continuously requires fine dexterity, sitting, handling, vision and hearing. Frequently requires talking, standing, walking, climbing, and foot controls. Occasionally requires lifting, carrying, reaching, kneeling, pushing/pulling, bending, crouching, and twisting. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.


Mental Demands: Frequently requires time pressures, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work and noisy/distracting environment. Occasionally requires emergency situations.


Americans with Disabilities Act Compliance
The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.


Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


The City of Greenville offers a comprehensive and affordable benefits package designed to provide a variety of choices to best fit the needs of our employees and their families. View more details about these benefits here: City of Greenville Employee Benefits.

HEALTH INSURANCE

The City offers the following health insurance options to eligible employees:

  • Medical
  • Dental
  • Vision
  • Basic Term Life
  • Employee Supplemental Life
  • Spouse Term Life
  • Child Term Life
  • Short Term Disability (STD)
  • Long Term Disability (LTD)
  • Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)
All health insurance coverage is effective the first of the month following the employees hire date except for LTD which is effective the 91st day following date of hire.

LEAVE & HOLIDAY BENEFITS
  • General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours.
  • The City of Greenville observes 11 paid holidays.
RETIREMENT BENEFITS
The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.

AWARDS & RECOGNITION
  • Employee Recognition & Awards Program (ER&A)
  • Employee Service Awards
  • Longevity Bonus
OTHER BENEFITS & OPPORTUNITIES
  • Worker`s Compensation
  • Deferred Compensation
  • Flexible Spending Accounts (FSA)
  • Employee Assistance Program (EAP)


Agency
City of Greenville (SC)

Address
206 S. Main St

Greenville, South Carolina, 29601

Phone
864-467-4530

Website
https://jobs.greenvillesc.gov





 

How To Apply:

 

Please fill out our Online Application by clicking the Apply button below:



 

Our office hours are 8:00 am-5:00 pm Monday - Friday.

The City of Greenville will provide reasonable accommodations for otherwise qualified individuals. The City of Greenville does not discriminate on the basis of race, color, national origin, sex, religion, disability status or age in employment or provision of services.

 

 
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