Assistant City Clerk

2 weeks ago

Wilmington, Delaware, United States City of Northwest Full time
Job Overview

We are seeking an Assistant City Clerk to support our operations.

Position Summary: This role involves performing intricate professional and administrative tasks as the Assistant City Clerk, including planning and organizing. This position is crucial during emergency situations.

Key Responsibilities

  • Provides administrative assistance to the City Clerk.
  • Handles complex and confidential support tasks for the City Clerk.
  • Attends Town Council, Planning Board, and other designated meetings; records and transcribes meeting minutes; aids the City Clerk in processing ordinances, resolutions, and other Council actions; gathers information and prepares agenda packets for distribution.
  • Documents a comprehensive and accurate account of all actions taken at assigned meetings of the City Council, Planning Board, and other designated meetings.
  • Assists the City Clerk with public records requests and records management.
  • Helps ensure separation of duties in various functions: Monthly Bank Reconciliations, Payroll, Purchase Orders, and Balancing of Procurement Cards.
  • Supports the Finance Officer in the budget preparation process.
  • Assists with the annual external audit process.
  • Demonstrates leadership and embodies the Town's core values in performing duties.
  • Performs tasks during emergency situations as requested by the City Clerk.
  • Possesses the ability to research and write grants.
  • Familiarity with Open Meetings Law.
  • Processes and organizes daily mail.

Qualifications

  • Minimum of one year of experience in municipal and/or county operations.
  • At least one year of experience in grant writing.
  • High school diploma or GED with coursework in business administration, administrative support, marketing, or a related field, along with moderate experience in an office setting that includes public interaction, or an equivalent combination of education and experience.
  • North Carolina Municipal Clerk (NCCMC) certification within three years of hire.
  • IIMC Certified Municipal Clerk (CMC) certification within three years of hire.
  • Ability to obtain Notary Public certification in North Carolina within six months of hire.
  • May require specific licenses and/or certifications based on departmental assignment.
  • Possession of a valid driver's license in North Carolina.

Knowledge, Skills, and Abilities

  • Thorough understanding of general laws and administrative policies governing financial practices and procedures.
  • In-depth knowledge of accounting and budgeting principles and practices in government.
  • Comprehensive understanding of local government purchasing systems.
  • Ability to create informative financial reports.
  • Capacity to establish and maintain effective working relationships with elected officials, colleagues, vendors, and the public.
  • Familiarity with Laserfiche, Adobe Acrobat, and Southern Software.

Physical Requirements

This position involves frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds. Regular tasks include speaking or hearing, standing, walking, sitting, using hands for various tasks, reaching, and repetitive motions. Occasionally, climbing, balancing, stooping, kneeling, crouching, crawling, pushing, pulling, and lifting may be required. Standard vision is necessary, and vocal communication is essential for exchanging ideas. Hearing is required to understand information at normal spoken levels. The role also involves preparing and analyzing written or computer data, operating vehicles or equipment, and observing surroundings. The work environment is typically moderately noisy, such as in a business office.

Note: This job description is not exhaustive. Employees may be required to perform other related duties to meet the organization's ongoing needs. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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