City of Austin - JOB DESCRIPTION

Deputy City Clerk

Under nominal direction from the City Clerk, this position is accountable for the daily operations of the Office of the City Clerk (OCC). Work also involves performing duties and responsibilities of the City Clerk that includes planning, organizing, directing, and performing a wide variety of professional duties, including providing support to City Council and municipal elections and compliance with applicable State and Local laws and regulations.

1. Directs, leads, and supports the functional and daily operations of the Office, including providing staff support to the City Council; coordinating agenda items for the department; attending council meetings; recording minutes of meetings; ensuring meetings comply with mandated requirements; arranging for preparation and distribution of draft minutes as required; and performing human resources related activities.
2. Analyzes business and workforce needs to develop short- and long-range strategies, plans, policies, procedures, and programs, and implements operational plans to meet performance measures.
3. Directs the municipal election program, including providing services to voters, petitioners, City departments, and political candidates by coordinating City of Austin polling sites, county contracts, and Office of the City Clerk staff to ensure all legal and operational requirements are met
4. Ensures all activities are carried out in compliance with departmental policy and Local, State, and Federal regulations and laws governing activities.
5. Provides solutions to complex problems and works to resolve difficult issues between involved parties, including Council, City Executives, media, and the general public.
6. Administers contracts and vendors to ensure delivery of agreed-upon deliverables, and makes recommendations associated with purchasing and expenditures for departmental programs.
7. Manages the preparation of budgets and forecast requirements and reports, including financial reports and performance measures reports.
8. Manages the citizen recognition, petition validation, lobbyist, and liquor licensing processes and the Council-approved records program.
9. Manages and oversees maintenance of all Office of the City Clerk technology, including electronic report filing, speaker signup registration, document management system, Office of the City Clerk web site, petition verification system, public records search, and all other necessary software utilized by the Office of the City Clerk to perform official duties.
10. Acts as City Clerk in their absence in various capacities, including representing the City Clerk at meetings and attending meetings of the Mayor and Council, as required.
11. Participates in research to gather facts and information for City Council decisions; prepares narratives and reports as required and liaises for City Council to citizens who request data from or appearance before City Council.

Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal.

• Knowledge of Federal, State, and Local laws and City ordinances.
• Knowledge of leadership principles that promote a strong Office vision, including accountability, transparency, responsiveness, compliance, and efficiency with a sense of urgency for providing accurate high-quality service.
• Knowledge of Parliamentary Law.
• Knowledge of fiscal planning and budget preparation.
• Skill in coordinating and prioritizing various functions and tasks. 
• Skill in managing the operations of the Office’s personnel activities, including professional and organizational development that lead to enhanced staff performance.
• Skill in developing and implementing plans to achieve goals and objectives.
• Skill in establishing and maintaining effective working relationships with City Council, City managers, and department directors.
• Ability to treat City employees, representatives of outside agencies, and members of the public with courtesy and respect, while providing accurate, complete, and up-to-date information in a timely manner.
• Ability to manage difficult and uncertain situations, handle conflict while demonstrating sound judgement, and providing critical and data-driven decisions.
• Ability to communicate effectively verbally and in writing.

• Graduation with a Bachelor’s degree from an accredited four-year college or university with major coursework in Business, Public Administration, or other related field, plus six (6) years of progressively responsible professional experience in municipal administration or related area, including two (2) years of managerial or supervisory experience.
• Graduation with a Master’s degree from an accredited college or university may substitute for up to two (2) years of the required experience.

Possess or in pursuit of National and/or State Certified Municipal Clerk designation.