Assistant Borough Clerk

2 weeks ago

Ketchikan, Alaska, United States Ketchikan Gateway Borough AK Full time
Salary: $74, $83,220.80 Annually

Location : Ketchikan, AK

Job Type: Permanent Full-time

Department: Clerk's Office

Job Overview

This role is pivotal in aiding the administration of the Borough Clerk's Office, providing specialized support and stepping in as the Borough Clerk when required.
Key Responsibilities
  • Oversee and assist in the management of Borough elections, including absentee voting, while liaising with State and City election officials.
  • Contribute to the development of systems that facilitate public access to information and official records.
  • Prepare and distribute meeting materials for the Assembly, boards, and committees.
  • Attend all Assembly meetings, assist with multimedia platforms, document minutes, and track follow-up actions.
  • Support Assembly committees, boards, and commissions by providing assistance and drafting minutes as needed.
  • Ensure compliance with the Alaska Open Meetings Act by providing public notice of meetings and maintaining notice calendars.
  • Assist the Mayor and Assembly with research, legislative drafting, and travel arrangements.
  • Maintain a database of elected and appointed officials, providing reports and updating the website with current information.
  • Manage the appointment process for Assembly committees, boards, and commissions.
  • Administer local financial disclosure processes for elected and appointed officials.
  • Provide public records and information to various stakeholders using diverse media formats.
  • Supervise the Records Manager, directing records management activities, including policies for inventory, storage, and retention.
  • Assist in budget preparation and monitoring for the Clerk's Office and the Mayor/Assembly, ensuring compliance with purchasing procedures.
  • Perform notary public duties and voter registration tasks.
  • Compile and submit funding requests for capital projects to State and Federal agencies.
  • Oversee the local review process for State alcohol and marijuana licenses.
  • Fulfill the statutory duties of the Borough Clerk in their absence.
Additional Responsibilities:
  • Provide training to colleagues in relevant procedures and techniques related to this position.
  • Perform other related duties as assigned by the Clerk's Office.
Qualifications
  • Strong understanding of public administration principles and practices; extensive knowledge of office procedures; thorough grasp of current records management techniques, including legal requirements for recording and retention.
  • Familiarity with databases and spreadsheet software used by the Borough; adept in web-based research and electronic records management.
  • Ability to maintain confidentiality and security of sensitive information; demonstrate political sensitivity; possess strong interpersonal skills and customer service orientation.
  • Effective communication skills, both oral and written, with the ability to engage individuals and groups persuasively.
  • Problem-solving skills with the capacity to independently develop and implement efficient solutions.
  • Ability to foster productive relationships with elected officials and colleagues.
Requirements

Licenses:
  • Valid State of Alaska driver's license with an acceptable driving record.
Education and Experience:
  • Associate degree in a relevant field such as business administration, paralegal studies, or office systems. A minimum of five years of progressively responsible experience in customer service, office management, or records management is required. Public sector experience is preferred but not mandatory.
  • Certification as a Certified Municipal Clerk (CMC) is required, with the opportunity to obtain it while in the position. Continuing education towards certification as a Master Municipal Clerk is highly encouraged.
Note: Any combination of related education and experience will be considered if the candidate demonstrates the necessary abilities.

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