Deputy Town Clerk

Under general supervision, coordinates and performs a variety of technical and administrative functions in support of Town Clerk’s Office operations; assists in managing and maintaining the Town’s official records; prepares and processes public and legal documents; responds to constituent and staff issues and providing office administration oversight. Assists the Town Clerk with all election and budget activities. Serves as the Town Clerk in the absence of the Clerk.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Assists in the preparation, distribution, retention, and maintenance of Town Council meeting agendas, minutes, addendum and official documents for the Council, other departments, the media, and the general public; assists with compiling, preparing and distributing public meeting information packets for the Town Council; attends all Council meetings, records and transcribes proceedings, and develops official meeting minutes for review and approval; prepares, reviews, tracks, and files correspondence, contracts, bid proposals, ordinances, and resolutions.
• Assists with the publication of official notices, agendas, ordinances and resolutions; assists with Town elections; performs administrative and research functions for Town Council; manages and maintains records for all Town departments in accordance with State regulatory requirements governing the tracking, storage, retrieval, and destruction of municipal and open meeting records.
• Provides information and assistance to constituents, visitors and others having business with the Town; responds to requests for information within the scope of authority; explains laws, rules, regulations, policies, and procedures; assists with website updates.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the Town Clerk; creates, edits and processes technical documents and other communications; maintains department files and database.
• Provides support to the Town Clerk by performing research on assigned problems or issues, analyzing findings, as well as developing and presenting reports and recommendations for changes to policies, procedures, and operations.
• Process new business license application and renewals.
• Process Liquor license and Special Event Liquor License applications.
• Update record room and purging documents.
• Maintains absolute confidentiality of work-related issues, records and Town information.
• Performs other related duties as assigned or required.

• Town policies and procedures. Arizona Revised Statutes and Town regulations governing municipal government administration, open meeting laws, and elections laws.
• Principles and practices of records retention, record keeping and file maintenance.
• Customer service standards and protocols.

• Entering information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
• Coordinating the maintenance of records for all Town departments.
• Preparing and writing reports and business correspondence.
• Operating standard office equipment, and a personal computer utilizing standard software.
• Establishing and maintaining effective working relationships with co-workers and the public.
• Providing effective customer service, and dealing tactfully and courteously with the public.
• Communicating clearly and concisely, both verbally and in writing.

• Must possess State of Arizona Driver's license.

• Certified Municipal Clerk
• Certified Municipal Elections Official or ability to obtain within (1) year hire.

• High school diploma or GED equivalent; AND four year’s office support and computer experience, preferably in municipal government or the Clerk profession; OR an equivalent combination of education and experience.