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Assistant Borough Clerk
2 months ago
Location : Ketchikan, AK
Job Type: Permanent Full-time
Department: Clerk's Office
Job Overview
This role is pivotal in supporting the operations of the Borough Clerk's Office, providing specialized administrative assistance and stepping in as the Borough Clerk when necessary.
Key Responsibilities
- Oversee and assist in the administration of Borough elections, manage absentee voting, and liaise with State and City election officials.
- Facilitate the development of systems for public access to information and official records.
- Prepare and disseminate meeting packets for Assembly, boards, and committees.
- Attend all Assembly meetings, assist with multimedia platforms, take minutes, and follow up on action items.
- Support Assembly committees, boards, and commissions by providing services and drafting minutes.
- Ensure public notices of meetings comply with the Alaska Open Meetings Act and maintain public notice calendars.
- Assist the Mayor/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 and making recommendations on personnel matters.
- 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.
- Manage local review processes for State alcohol and marijuana licenses.
- Fulfill the statutory duties of the Borough Clerk in their absence.
- Provide training to other employees in relevant procedures and techniques.
- Perform other related duties as assigned by the Clerk's Office.
- Strong understanding of public administration principles and practices; extensive knowledge of office procedures; thorough understanding of records management techniques, including legal requirements for retention and disclosure.
- Familiarity with databases and spreadsheet applications used by the Borough; proficiency in web-based research and electronic records management.
- Ability to maintain confidentiality and handle sensitive information with discretion; demonstrate diplomacy and customer service skills.
- Excellent oral and written communication skills, capable of conveying information clearly and persuasively.
- Problem-solving skills with the ability to develop and implement effective solutions.
- Ability to foster productive relationships with elected officials and colleagues.
Licenses:
- Valid State of Alaska driver's license with an acceptable driving record.
- Associate degree in a relevant field such as business administration, paralegal studies, or computer information systems. Five (5) years of progressively responsible experience in customer service, office management, or records management. Public sector experience is preferred.
- Certification as a Certified Municipal Clerk (CMC) is required, with the opportunity to obtain it while in the position. Continuing education for certification as a Master Municipal Clerk is encouraged.
