Deputy City Clerk - Elections Specialist

Position Description

The Deputy City Clerk is a high-accountability operations support position responsible for administering legally regulated processes where precision, sound judgment, and attention to detail are essential.

Scope of Impact:

The Deputy City Clerk executes City-administered elections and manages complex licensing and permitting processes, while ensuring compliance with Minnesota Statutes, City Code, and the Minnesota Government Data Practices Act. The role requires exceptional attention to detail, independent ownership of work, and the ability to manage multiple high-stakes processes simultaneously.

Success in this role requires both technical precision and professional judgment, responsiveness, and collaboration in alignment with Edina’s Integrity, Quality, and Service (IQS) standards. This position will involve training and providing work direction of temporary election staff, assisting in training election judges and providing back up for official duties of the City Clerk.

Essential Functions

Elections Administration

Under the direction of the City Clerk, the Deputy City Clerk:

• Administer all municipal election operations in compliance with Minnesota law
• Manage absentee voting, ballot reconciliation, and chain of custody processes
• Recruit, assign, and train election judges (including party balance compliance)
• Coordinate election day operations and reporting
• Maintain election systems and judge database
• Lead process improvements and documentation for election workflows

Licensing & Permitting Administration (Primary Ownership)

The Deputy City Clerk is responsible for overseeing licensing and permitting administration, with back-up support of the City Clerk as needed.

• Process and manage:
  • Liquor licenses
  • Lawful gambling permits
  • Special event permits
  • Domestic partnership registrations
• Ensure completeness, accuracy, and compliance with City Code and state law
• Serve as primary point of contact for applicants and internal departments
• Track timelines and proactively manage approvals and renewals

Council Support

The Deputy City Clerk serves as support for the City Clerk in Council Packet Management and City Council meeting support.

• Prepare and coordinate City Council agendas and materials
• Assist the City Clerk or other Staff submitting Council items by providing technical support, training, and reviewing system issues as needed.
• Ensure records meet legal and accessibility standards
• Serve in a back-up capacity for City Council meetings, including attendance at Council Meeting or work sessions.

Data Requests, Records & Process Management

Under the direction of the City Clerk the Deputy City Clerk assists with Data requests, Records and Process Management.

• Develop and maintain clear process documentation for all assigned functions
• Ensure records are organized, retained, and disposed of in compliance with retention schedules and data practices laws
• Maintain a “single source of truth” for assigned program areas
• Under the assignment of the City Clerk may assist with processing data records requests.

Customer & Internal Service

• Provide clear, accurate, and timely information and customer service to residents, applicants, and staff
• Navigate complex interactions with professionalism and sound judgment
• Collaborate across departments to resolve issues and improve processes
• Act as a Notary Public
• Perform other duties as assigned

• as assigned.

Qualifications

Minimum Qualifications:

• Associate’s degree or higher in public administration, business, paralegal or related field (or equivalent experience)
• 4 years of progressively responsible administrative or program coordination experience, including:
  • Experience navigating legal or complex processes with regulatory or compliance requirements
  • High-volume, detail-critical work with deadlines
  • Direct public/customer interaction requiring judgment and tact
• Demonstrated experience managing multiple priorities independently with minimal oversight

Preferred Qualifications:

• Experience in municipal government, elections, licensing, or regulated environments
• Experience working as a paralegal or in a law office.
• Election administration experience (e.g., judge, absentee processing, coordination)
• Knowledge of Minnesota election law, liquor law, or data practices
• Experience with records management systems (e.g., Laserfiche)
• Formal training (e.g., Municipal Clerks Institute or similar)

Supplemental Information

Knowledge, Skills and Abilities Required for Successful Job Performance:

• Must possess understanding of Minnesota Election Laws, rules and regulations;
• Knowledge of Minnesota Liquor laws;
• Knowledge of City codes and licensing procedures and requirements;
• Knowledge of MODUS election software;
• Knowledge of Hennepin County voting equipment;
• Proficient in the use of word processing software, spreadsheet software and database software;
• Excellent customer service skills including demonstrated ability to build positive relationships with city staff, licensees and general public;
• Ability to take thorough and accurate notes during public meetings;
• Research, analytical, and problems solving skills;
• Ability to maintain highest confidentiality when dealing with sensitive or private information;
• Ability to answer calls and questions in a clear, pleasant and professional manner;
• Ability to meet members of the public in a tactful, courteous and pleasing manner;
• Ability to communicate effectively in English both orally and in writing;
• Ability to analyze and schedule license administrative tasks to effectively meet code timelines;
• Ability to process multiple tasks at the same time;

Physical and Mental Requirements:

Physical effort is light most of the time but with moderate effort during peak election cycles associated with handling election materials and equipment, with unassisted lifting or carrying limited to 25 pounds intermittently. There are intermittent visits to city precinct locations, some of which are in other areas of the city. During elections there is a high attention to deadlines and detail. Report preparation and writing will at times requires extended use of a keyboard. Work interruptions are frequent.

Working Conditions:

Most work is performed in a normal office environment. Occasional driving or riding is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.

Full time Employee Benefits:
The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full-time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full-time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

• Paid vacation is available to all regular full-time employees and begins with accruing 3.08 hours/paycheck (10 days per year). The amount increases as the years of service increase.

• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full-time employee is eligible for 13 paid holidays during the year.

• Extended Part-time (30-39 hours/week year-round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Regular Part-time (20-29 hours/week year-round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).

• Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.