Deputy City Clerk
City Of Big Rapids
Operations
USD 47,930-48,888 / year
Posted on Apr 15, 2025
Deputy City Clerk
Under the supervision of the City Clerk, the Deputy City Clerk provides specialized clerical and administrative work, often of a confidential nature, in support of the activities of the Clerk's Office. Maintain voter registrations, assist in the conduct of all elections and in the preparation of meeting agendas and materials. Evening hours are sometimes required for Commission meetings and other related duties.
Examples of Essential Duties:
An employee in this position may be called upon to do any or all of the following essential functions. The examples listed are descriptions of essential functions and not necessarily all inclusive. The omission of an essential function of work does not preclude management from assigning duties not listed herein. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1.) Assist in the conduct of all municipal elections held in the City of Big Rapids in accordance with Federal, State, and local laws.
2.) Oversee and participate in the registration of voters; register new voters, record changes of address, cancel voter registrations, and maintain related records in the State Qualified Voter File. Issue voter registration cards and maintain voter master card files.
3.) Assist with issuing, receiving, and organizing absent voter ballots.
4.) Work with staff, the public, and elected officials providing a high level of administrative support.
5.) Test and trouble shoot voting equipment. Orders election supplies and assist in the training of election inspectors. Assign work to part-time and/or work-study employees as assigned by the City Clerk.
6.) Stay current on all required courses by the Michigan Bureau of Elections through the E-Learning Center, attend Education Days and training.
7.) Assists in the performance of City Clerk duties.
8.) Assists the City Clerk in the management and retention system of all City records, deeds, contracts and documents.
9.) Assume the duties of the City Clerk in the Clerk's absence including follow-up activities resulting from Commission meetings, such as meeting minutes, ensuring that resolutions and ordinances are published, and contracts approved are signed and distributed.
10.) Prepare documents and materials including correspondence, legal notices, proclamations, resolutions, reports, publications, and ordinances. Perform research, analyze and interpret law, ordinances and records, and prepare standard and special reports as requested. Ensure that appropriate departmental and election information is placed on the City's website.
11.) Assist the City Clerk in the development and preparation of the annual budget and monitor expenditures throughout the fiscal year.
12.) Provide Notary Public service. As a notary, may administer oaths of office to elected and appointed officials, board members, and employees as needed.
13.) Answer phone calls. Receive citizen questions and complaints, provide assistance, and direct to appropriate department or individual as necessary. Handle questions leading up to, and on election day.
14.) Monitor postage and copy machines, order supplies, contact service representatives as necessary.
15.) Perform related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
- Knowledge of applicable City, County, State, and Federal laws, rules and regulations pertaining to municipal record keeping, related legislation governing elections, voter registration record keeping, and access to public information.
- Knowledge of the modern office procedures and the rules of public meeting conduct.
- Skill in maintaining complex public and confidential record systems according to statutory requirements, conducting research and preparing comprehensive and accurate reports.
- Skill in the use of office equipment and technology, including computers and related software, election equipment and the ability to master new technologies.
- Ability to work at times other than regular business hours and to travel to other locations.
- Ability to organize work, set priorities, meet deadlines, and complete assignments independently.
- Ability to communicate effectively both orally and in writing.
- Ability to make decisions in accordance with procedures, laws and regulations, and to apply these to work problems.
- Ability to search for and compile data from files and other sources applicable to the topic of concern.
- Ability to prepare accurate written reports, compose minutes, and correspondence.
- A Michigan vehicle operator's license.
Associate degree in business or a related field from an accredited college and five years' experience as an administrative assistant, preferably in a municipal setting, or with varied clerical, public contact, and office management work. Certification through the Michigan Association of Municipal Clerks Institute is highly desirable but not required.
Physical Requirements and Work Environment:
The physical requirements and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others in person and on the telephone. The employee is frequently required to review and produce written and electronic documents. The employee must lift and/or move items of moderate weight, weighing up to 40 pounds. The employee is occasionally required to travel to other locations within and outside of the City of Big Rapids. The employee is frequently required to attend meetings, make presentations, and to take and compose meeting minutes.
While performing the duties of this job, the employee regularly works in a business office setting and occasionally works in various polling locations throughout the City of Big Rapids.
To be considered for this position, applicants must fill out the full-time employment application linked below and provide a professional resume.
To access the full-time employment application, click here.
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