Deputy City Clerk

The City of Seward is recruiting for a Deputy City Clerk

The Deputy City Clerk works under the direction and supervision of the City Clerk. The City Clerk is subject to the direction and supervision of the City Council and thus does not report to the City Manager. The City Clerk’s Office is a City of Seward Department consisting of 3 people: the City Clerk, the Deputy City Clerk, and the Executive Assistant. The Deputy City Clerk provides a full range of support to the City Clerk as described below in the essential job functions. The three main facets of the job include the standard 8-5 office work, the evening public meetings in Council Chambers, and international travel to Japan with a group of high school students.

The Deputy City Clerk has their own office in City Hall with a window facing Mt. Marathon. The working environment in the Clerk’s Office is generally a quiet and relaxed atmosphere. The public meetings take place in City Hall Council Chambers in front of a live audience and are streamed to YouTube. The annual student exchange with Obihiro, Japan takes place during the summer. The Deputy City Clerk is responsible for planning the activities and arranging homestays for the 4 Japanese students visiting Seward and leading the group of 4 Seward students to Obihiro. The duration of the international travel is roughly one week.

DETAILED WORK ACTIVITIES:

Required to serve as Acting City Clerk in the absence of the City Clerk, performing all duties and assuming all responsibilities as required by Alaska Statue 29.20.39-Municipal Clerk, the Charter of the City of Seward, and the Seward City Code.

Manages the City’s records using computerized indexing systems for temporary and permanently archived documents; this includes following the retention schedule and destruction of records as required; provides training and assistance to departments on record keeping practices and procedures.

Manages the public record document request process in compliance with the Alaska Public Records Act, taking in requests, identifying, and distributing requests to the appropriate department(s), following up to receive responses in a timely manner, reviewing responses for confidentiality and potential redaction, delivering requested materials in a timely manner, and maintaining appropriate record of responses.

Assists City Clerk in assembling agenda packets for City Council meetings, often coordinating with department heads on agenda statements, resolutions, and ordinances, and proclamations as needed.

Acts as the clerk and parliamentarian for the Planning & Zoning Commission, the Port & Commerce Advisory Board (PACAB) and the Historic Preservation Commission, and for City Council in the absence of the City Clerk. This includes taking meeting minutes and having drafts ready for approval by the next meeting.

Must have regular, reliable, and predictable attendance at work. Must be able to work evenings as needed for public meetings of City Council and Commissions.

Assists the City Clerk at Council Meetings and Work Sessions by managing multi-media presentations, streaming the meetings to YouTube and controlling the camera angles, and other duties as needed.

Manages and acts as the City Sister Coordinator for the city’s international student exchange program; solicits student participation; coordinates with the liaison in Obihiro, Japan; obtains homestays for visiting students; arranges activities while keeping in budget; obtains necessary medical and legal forms for student participation; travels to Japan with the group of 4 students annually and documents and records the experience.

Assist the City Clerk as needed with elections for the City of Seward, Kenai Peninsula Borough, and the State of Alaska Division of Elections.

Manages the City’s process for new/renewal liquor and marijuana licenses, including obtaining appropriate compliance checks and City Council approval, in a timely manner and in accordance with state regulations.

Performs Notary Public services to the staff and public.

Must be willing and able to travel to attend conferences, training, and/or other education opportunities.

Monitor the main Clerk inbox and respond or forward emails appropriately.

Monitor the main Clerk phone number (4046) and respond or transfer calls appropriately.

EDUCATION/EXPERIENCE:

Graduation from high school of GED and experience working in an office, or any equivalent combination of training and experience which provides the necessary knowledge, skills, and ability.

Seward Charter and City Code

City Clerk Department policies and procedures

Applicable laws and regulations related to records management and retention, and public disclosure requirements

Robert’s Rules of Order and parliamentary procedures

Written communications, including grammar, spelling, punctuation, keen proofreading skills, attention to detail for spacing, margins, text size, fonts, scanning quality, and maintaining a high standard of quality for documents

Typing quickly, quietly and accurately during live meetings.

Being comfortable in a public setting such as Council Chambers in front of a live audience as well as being livestreamed to YouTube

Operation of standard office equipment scanners, computers, printers; knowledge of a variety of software applications including Microsoft Word, PowerPoint, and Adobe Acrobat

Computer skills may include tasks like adding headers/footers, page numbers, redacting information, making file names, organizing digital files in the correct folders, updating older documents, making new templates, create fillable PDFs, and doing graphic design work for posters and flyers as needed

Traveling abroad and managing a group of four high school students in Japan

Aptitude for web design, e-notification systems, and email etiquette

Research in Legislative History and Seward City Code

NECESSARY REQUIRMENTS:

Become a State of Alaska Notary Public within 60 days of employment

Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks preferred, or the ability to enter the program and obtain within five years of employment

Must complete ICS 100, 200, 700 and 800 within first 6 months of employment. ICS 300 and 400 to be completed as soon as available

CONDUCT:

Listen to customers and effectively interpret their needs

Remain neutral to citizen suggestions and feedback

Maintain confidentiality and discretion

Work independently with minimal supervision; self-motivated and demonstrate ability to determine and self-assign tasks to accomplish goals and responsibilities

Establish and maintain effective working relationships with the public, supervisor, colleagues, city council, department directors, state and federal agencies, and boards and commissions

Research, comprehend, interpret, and apply federal, state, and municipal law

Demonstrate flexibility to grow and develop with changing needs and technologies

Business/casual attire in neat and clean condition is expected in the workplace. No clothing with offensive graphics or slogans

WRITING SAMPLE:

Successful applicants must provide a writing sample.

Writing sample directions

Please review a Seward City Council packet. You can find the most current packet on the City of Seward website in the

City Council

section. You can find previous packets on

Seward Legislative History

. In the packet you will find agenda statements that accompany resolutions and ordinances.

Many resolutions are for purchases or projects. The background and justification section of the agenda statement explains the project background and provides justification for why it’s needed.

Writing prompt

In the style of an agenda statement background and justification, describe a project or purchase you would like to make (e.g., office chair, adding a garage, new smart phone). Sample must be at least two paragraphs and no more than one page (12-point font).