Deputy City Clerk

**CITY OF HYATTSVILLE DEPUTY CITY CLERK**

Grade: 114 ‐ FLSA: Non‐Exempt

**Salary**: $65,380 - $74,352 (commensurate with experience)

**NATURE OF WORK**

The Deputy City Clerk assists the City Clerk in planning and implementing the activities and operations of the Office of the City Clerk to promote open and transparent governmental services. Working under the direction of the City Clerk, responsibilities include organization of City Council and other public meetings, agenda preparation, preparation of meeting minutes, records management, filing and document retrieval, assisting in the municipal election process, and other administrative work as assigned.

**ESSENTIAL FUNCTIONS**
- Assists with the coordination, preparation, and distribution of City Council agenda packets;
- Attends City Council and other public meetings, take minutes and record actions;
- Performs follow-up activities resulting from Council/public meetings, including preparation and distribution of minutes and legal notifications;
- Assists with the coordination and management of the City Committees including the onboarding process for committee members and ensuring compliance with the Maryland Open Meetings Act;
- Coordinates responses to written and oral inquiries from businesses, constituents, and other parties with various City departments. Prepares correspondence, memoranda, etc., for the City Clerk and Mayor and Council as needed;
- Provides technical assistance and training related to the City’s agenda management system;
- Participates in the preparation of the department budget; monitor departmental expenditures and process invoices;
- Develops and coordinates a records management system, updates the City’s record retention schedules and manages City archives;
- Assists with the codification of the City Charter/Code to include updates, changes, and distribution;
- Assists with the maintenance of the City Clerk’s web pages;
- Assists with public records requests, and maintains a tracking system for all requests;
- Assists the City Clerk in preparing for and conducting City elections in accordance with City Code, including acting as a co-staff liaison to the Board of Supervisors of Elections and the Ethics Commission;
- Maintains the City-only voter registry and other election-related files;
- Maintains, and schedules the Mayor and Councilmember’s calendars;
- Serves as a notary public providing service to the City and the public;
- Performs the City Clerk's duties in their absence.

**KNOWLEDGE, SKILLS AND ABILITIES**
- Knowledge of municipal government organization and functions is strongly desired;
- Highly proficient in the use of Microsoft Office (Word, Excel, and Outlook), maintaining records and files;
- Strong writing and communication skills;
- Bilingual skills (Spanish/English) are desirable;
- Ability to tactfully and courteously provide excellent customer service to City Council, residents, and staff;
- Ability to research and make effective operational or procedural recommendations;
- Communicate effectively and tactfully, in both oral and written form, with internal and external customers;
- Exercise initiative, independent decision-making, professionalism, and good judgment;
- Must maintain the confidentiality of sensitive information;
- Ability to type at a rate of speed to record legislative actions quickly and accurately;
- Establish and maintain effective working relationships with those contacted in the course of the work.

**WORK SCHEDULE**

Work hours are typically between the business hours of 8:30 a.m. to 5:00 p.m., however this position will require evening hours and occasionally weekend hours. At the discretion of the supervisor, a hybrid work schedule is authorized for this position. Council and community meetings may require on-site attendance.

**MINIMUM QUALIFICATIONS**

Education and Experience: Bachelor’s degree along with 1 to 2 years of demonstrated professional administrative experience. An equivalent combination of education and experience may be considered in lieu of a Bachelor’s degree. Knowledge and experience with local government administration, records management and retention, preparation of meeting minutes, and municipal elections is highly desired. **Applicants will be required to provide a writing sample to demonstrate technical writing skills.**

**LICENSES or CERTIFICATIFICATIONS**:

- Possession of, or ability to obtain, a Certification as a Municipal Clerk when eligible to apply.
- Must be able to obtain a Notary Public commission in Maryland within 6 months of employment.

**PHYSICAL DEMANDS AND WORKING ENVIRONMENT**

Work requires walking, standing, bending, and carrying items under 20 pounds, such as books, files, papers, etc.

**ADDITIONAL INFORMATION**

Please note that this description is not intended to describe all the duties associated with this position and the City in its sole discretion reserves the right to modify the duties of the position.

**HOW TO AP