Deputy City Clerk - City of Clive, IA : Job Details

Salary: $29.94 - $38.93 Hourly Location : Clive, IA Job Type: Regular Full-time Job Number: 00321 Department: Administrative Services Division: City Clerk Opening Date: 02/24/2025 Closing Date: 3/14/2025 5:00 PM Central JOB SUMMARY Updated Job Description Pending Council Approval on 02/27/2025: Under the administrative direction of the City Clerk, performs administrative, financial, office, and clerical duties. In the absence of the City Clerk, collaborates with the Director of Administrative Services to oversee the performance of Administrative Services office staff. Responsible for assisting in the training of the departmental staff and maintaining standards of excellence necessary to ensure compliance with local, state, and federal regulations and to provide services to the community in the most effective and efficient manner. In the absence of the City Clerk, performs duties as Acting City Clerk, including overseeing records management, City Council proceedings, and other statutory responsibilities; and performs other duties as required. JOB FUNCTIONS Examples of Essential Job Functions:

• Serves as a receptionist and primary point of contact for citizens, directing inquiries and assisting with municipal services for those contacting or visiting City Hall.
• Addresses citizen inquiries, comments, or complaints; communicates with the citizens and other employees personally, over the telephone, by email, or in writing.
• Performs data entry, word processing, proofreading, filing, scanning, and other clerical duties as directed; reviews information for completeness, enters data, and prepares reports.
• Serves as a primary backup to City Utility Billing Department, assisting customers with payments, account inquiries, and service requests.
• Instruct residents moving into or within the city of procedures necessary to obtain various services; communicates necessary service order instructions to the appropriate department.
• Processes payments for city services, issues receipts, and reconciles daily transactions, in addition to receipting funds received from all departments into the financial system.
• Monitors and accepts payments for parking tickets, schedules hearing dates and tracks tickets for non-payment.
• Maintains adequate office supplies in accordance with the purchasing policy.
• Performs duties pertaining to confidential data and information.
• Maintains paper and electronic city records in compliance with record retention policies and open records laws.
• Ability to act as the recording clerk for various meetings as directed and prepare minutes and/or assists in the preparation of the minutes.
• As directed and in the absence of the City Clerk, assemble City Council packets for distribution to elected officials, staff, and media. Timely post agendas prior to City Council meetings; attends and takes minutes at City Council meetings. Timely publishes Council Meeting Minutes, official City Bill Lists, and financial data as required by law.
• Assumes responsibilities of the City Clerk in their absence, including preparing official documents, maintaining records, and ensuring compliance with Iowa Code Chapter 22.
• Maintains roster and contact information of elected officials, as well as boards and commissions.
• Assists in Recording documents with County Recorders, including ordinances, resolutions, easements, deeds, final plats, etc.
• Receives, processes, and issues certain permits and licenses under the general direction of the City Clerk.
• Assists City Clerk with the publication and codification of ordinances and maintenance of the official Code of Ordinances.
• Assists with maintaining the City of Clive and the Department of Administrative Services website.

Other Job Duties:

• Assists other City departments as directed.
• Ensures proper maintenance and operation of equipment in the city administrative offices.
• Attends workshops, conferences, and seminars as approved to further develop knowledge, skills, and abilities to maintain, enhance, or achieve certification in various areas of expertise.
• Assists with the preparation of studies, reports, and related information for decision making purposes; conducts research to assist supervisor in making recommendations regarding proposals for programs, services, budget, and policy making.
• Performs other duties or assumes other responsibilities as apparent or assigned.

EMPLOYMENT STANDARDS AND QUALIFICATIONSEMPLOYMENT STANDARDS Required Knowledge, Skills, and Abilities:

• Ability to follow written, verbal, or diagrammatic instructions with several concrete variables.
• Ability to evaluate technical data and perform arithmetic calculations involving fractions, decimals, and percentages.
• Ability to draft and edit notices for publication, resolutions, ordinances, and official city documents.
• Ability to review and process/file deeds, easements, contracts, 28E agreements, and other legal documents.
• Ability to engage in significant public interaction and customer service.
• Understanding of municipal government structure, functions, and operational challenges; knowledge of the principles and methods of public administration, Iowa open records and open meetings laws, and public finance.
• Ability to utilize computers for financial, database, document imaging, and word processing functions.
• General knowledge of the principles, practices, liabilities, and methods of staff supervision and direction.
• General knowledge of municipal, county, state, and federal community-related statutes.
• Ability to develop policies, plans, and procedures.
• Knowledge of the principles and practices of municipal accounting, auditing, taxation, budgetary processes, and revenue management.
• Ability to perform all job duties safely and in accordance with applicable rules, guidelines, policies, and training.

EDUCATION, TRAINING, AND EXPERIENCE Required Education: A bachelor's degree in accounting, finance, public administration, or equivalent combination of education and relevant public service experience. Required Experience: At least two years of related experience in public service. Preferred Experience: Experience with municipal software systems such as Laserfiche, Caselle, MiViewPoint, and Xpress Bill Pay, or similar applications. Required Training: If not already a Certified Municipal Clerk, the ability to achieve and maintain the Certified Municipal Clerk designation within three years of employment. PHYSICAL AND ENVIROMENTAL CHARACTERISTICS Required Physical Activities: Climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, sitting, walking, pushing, pulling, lifting, grasping, feeling, hearing, talking. Physical Characteristics of the Job: This position involves prolonged periods of sitting, standing, and computer use, requiring exertion of up to fifty (50) to one hundred (100) pounds of force occasionally, and/or twenty-five (25) to fifty (50) pounds of force frequently, and/or ten (10) to twenty (20) pounds of force constantly. Environmental Characteristics: The work is performed primarily indoors in an office setting. Occasionally, as needed for emergency responses, outside work may be required that includes seasonal exposure to cold and heat. The worker is also exposed to darkness or poor lighting, awkward/confining workspace, dirt/dust, fumes/odors, isolation, noise, moving machinery, mechanical hazards, visual strain, wetness/humidity, traffic hazards, firearms, and bodily injury. Also, the work may expose the employee to unpleasant social situations, significant work pace pressure and irregular work hours. Equipment and materials used: Network computer, personal computer, laptop computer, computer printer, document scanner, general office equipment, typewriter, calculator, dictionary, personnel policy The City of Clive retains the authority to change the job duties included in this job description at any time. The list of duties is not exhaustive, and various requirements are subject to possible modification as a reasonable accommodation for a qualified individual. Please click on the link to ready more about the benefits the city of Clive offers to its employees: Visit the city's website for more information about our community and staff: