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Title

Deputy City Clerk 

Open Date 8/5/2020  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Exempt  
Bargaining / Non-Bargaining Non-Bargaining  
Division City Clerk's Office  
Location City Clerk's Office  
Reports To City Clerk  
Schedule Monday-Friday, 8:00am-5:00 pm. Hours may vary, including evenings and weekends, based on departmental needs.  
Pay Rate $45,000-$51,000/yr.  
Description

SUMMARY
The Deputy City Clerk (Director of Policy) oversees the legal processes and document and policy management of the of the Clerk’s office including the certification of minutes, advertising, ensuring reports and forms are filed on time, etc. Manages assignments from the City Clerk and Common Council in order to provide excellent service to the public and various City and County offices. Serves at the will of the City Clerk.

ESSENTIAL DUTIES AND RESPONSIBILITIES
This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
• Performs legal research regarding municipal procedures and compliance.
• Works in collaboration with all entities doing business with the City Clerk’s office
• Maintaining a compliance deadline driven database and document management for paperless processing.
• Maintains municipal code online (local ordinances).
• Prepares Council agendas, distributes meeting packets, and prepares related correspondence electronically.
• Prepares certification of Ordinances and Resolutions.
• Distributes information packets for vacation of public rights-of-way and provides instructions for the same.
• Handles publication of legal notices and legal advertising.
• Processes all correspondence received from all individuals/entities and City departments regarding tax abatements, etc.
• Manages press releases, media, website, and technology for the office.
• Manage and set up Council recording equipment.
• Assist in development, implementation, and maintenance of standard operating procedures for the office.
• In conjunction with the City Clerk Secretary, transcribes minutes as needed.
• Serves as back-up for payroll and accounts payable functions for the office, and also to Ordinance Violations Bureau Clerk, as needed.
• Attends all on-site and off-site City Council and Committee meetings.
• Coordinates or participates in special projects as assigned.

ADDITIONAL DUTIES & RESPONSIBILITES
• Manages Student/Community artwork initiative.
• Manages and process all City Department reporting.
• Processes legal certifications.
• Prepares and process all special resolutions and special proclamations.
• Manages legal processes and deadline for Council and Clerk’s Office.
• Archives reports and data.
• Performs legal research regarding policy compliance.
• Manages SOP’s- Clerk’s Office policy.
• Reviews and manage Common Council Committee reports
• Manages open data portal updates.
• Manages Clerk’s Office communications/Community Distribution List.
• Prepares and manage correspondence with all petitioners on behalf of Council related to filings.
• Attends meetings on behalf of the Council such as ABZA and APC.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Answers phones, assists customers, and performs other administrative duties.

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. 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.

 
Position Requirements

EDUCATION AND/OR EXPERIENCE
• BS/BA degree or equivalent education and experience required.
• At least five years of administrative experience with familiarity with document management, policy management, and/or the legal field preferred.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED
• Ability to work flexible hours including evenings in order to attend City Council and Committee meetings, both on and off-site.
• Strong oral and written communication skills.
• Detail oriented and organized with the ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Skilled at establishing and maintaining effective working relationships.
• Knowledge of research methods, data analysis, and preparation of reports.
• Strong computer skills including MS Office, Apple products, SharePoint, and Crystal Reports, preferred.
• Bilingual language skills (Spanish preferred) a plus, but not required.

CERTIFICATES, LICENSES, REGISTRATIONS
• None.

EQUIPMENT
Desktop and laptop computer; telephone, fax machine, copier, and scanner.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT
Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate in the office. Entire office is smoke free.

 
Required Pre-employment drug screen required  
About the Organization South Bend is the economic, educational, media, and cultural hub of a multi-county region spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play.


***AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.***  
EOE Statement EOE/ADA Statement

The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer, Michael Schmidt, at legaldept@southbendin.gov and Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).  

This position is currently not accepting applications.

To search for an open position, please go to http://CityofSouthBend.appone.com



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