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Deputy Clerk of Council
Class Concept
The City of Dublin is seeking a highly organized and detail-oriented professional to serve as a Deputy Clerk of Council within Legislative Services. This is a opportunity to contribute to local government where transparency, accuracy, and public service are essential. In this role, you will help preserve the official legislative record of the City while supporting the operations that ensure meetings, public notices, public records requests and other civic processes are conducted efficiently and in full compliance with applicable laws and regulations.
Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:
- Opportunity to earn premium-free medical, dental, and vision benefits
- Employer-provided contributions to Health Savings or Health Reimbursement Account
- Healthy By Choice Wellness Program
- Employer-provided Short-term Disability (Non-Union Employees)
- Employer-provided Life Insurance
- Vacation, Sick, and Personal Leave
- Longevity Pay
- Tuition Reimbursement
- Employee Assistance Program
- Dublin Community Recreation Center Membership
Primary Focus
Given the nature of this classification’s duties/responsibilities, it has been designated as Non- Exempt under the governing Fair Labor Standards Act regulations and therefore, is entitled to formal overtime compensation and/or formal compensatory time.
Supervisory Responsibilities
This position does include some evening and weekend hours.
Examples of Duties
Coordinates and manages the various invitations received for City Council, including: ensuring documentation on the Council Calendar and determining attendance expectations, and speaking requests. Coordinates with staff regarding Council’s attendance and participation in City events and other engagement opportunities.
Provides meeting administration including agenda support, packet production, action reports, minutes, web administration, and annual training for Advisory Committees and select Standing Council Committee meetings.Manages the day-to-day administration of the public records software system, JustFOIA., this includes collaborating with the appropriate department to collect records; assembling and organizing records for Law Director review/approval; redacting sensitive information as required; providing records to requester incompliance with the Public Records Act.
Assists in the preparation of materials for City Council meetings, including agendas, public notices, legislation, minutes, and other meeting materials as needed.
Produces work that is accurate, free of errors and meets deadlines; disseminates information to Council, staff, and the public in digital and printed form.
Serves as Acting Clerk of Council in Clerk of Council’s absence, which includes; attending meetings of City Council and its Committees to facilitate, record, and prepare accurate records of the meetings; signing/attesting adopted legislation, minutes, plats, and annexation petitions.
Serve as backup coverage for other Deputy Clerk by performing essential duties and responsibilities during absences, peak workloads, or operational needs; maintain functional cross-training and working knowledge of each other’s assignments to ensure continuity of operations and efficient departmental support.
Uses independent judgement and discretion to interact, communicate, and collaborate with City leadership, other agencies/organizations and the public in guiding their efforts to interact/communicate with Council and in handling confidential matters and sensitive materials.
Assists with evaluating and implementing technology solutions for efficiency as needed, including, but not limited to: digital storage and retrieval of City Council permanent records; agenda material production; meeting management (to include public participation, meeting recording etc.) and post-meeting reporting.
Manages appropriate communication channels for provision of restricted information to Council Members, Law Director, Department Directors, and to the public as needed.
Ensures that all Council actions and adopted legislation are published in accordance with the City Revised Charter, disseminated in accordance with Legislative Services policy and provided to City’s codification service for incorporation into biannual updates of the City’s Codified Ordinances to be published in digital, web, and text formats. Ensures that Council’s meeting records are accurately archived for search and retrieval by staff and the public.
Assists in the preparation and management of City Council’s budget, makes preparations for Council ceremonial events and oversees arrangements for travel and training as needed.
Performs other related duties as assigned.
Typical Qualifications
Minimum Qualifications
Associate’s Degree in a relevant field (Bachelor’s Degree in relevant field preferred) and relevant local government experience, including municipal government experience, or any combination of education and such experience.
Membership in the International Institute of Municipal Clerks (IIMC) and the Ohio Municipal Clerks Association.
IIMC Certified Municipal Clerk (CMC) or in process of obtaining. Will need to complete certification within 1 to 2 years of appointment.
Notary Public Preferred or willingness to obtain within 6 months to 1 year of appointment.
Knowledge of Parliamentary Procedure, Ohio Public Records Law and other legal requirements utilized in municipal government and their application.
Ability to serve as an administrator of the legislative software utilized by department.
Proficient or advanced skill in the use of Microsoft Office Suite, including One Drive.
Ability to learn and adapt to audio recording and transcribing software.
Knowledge of applicable City, County, and State laws, rules, and regulations involving municipal record keeping, campaign disclosure requirements, annexation petition process, and public records management preferred.
Advanced proofreading skills.
Excellent organizational skills.
Ability to speak and write clearly and succinctly on complex matters and make decisions in accordance with policies and procedures, laws, and regulations.
Ability to apply logic and understanding to what information may be needed by elected officials and to conduct research, compile and provide accurate materials relevant to the topic.
Ability to work some evening and weekend hours.
Ability to maintain confidentiality.
Physical Requirements
Ability to operate standard office equipment in the performance of essential functions (e.g., copier, fax, personal computer, telephone).
Ability to occasionally lift and move objects weighing 10-15 lbs.
Ability to move objects weighing above 15 lbs. with the help of equipment/devices, on an infrequent basis.
Ability to enter information into computer in a sustained manner.
Ability to attend meetings outside business hours, as needed.
Special Requirements
Valid driver’s license.
Other Requirements
Actively participates in and supports the beliefs and behaviors as defined in the City’s Culture Playbook, including Driven by Excellence, Better Together, and Dedicated to Service.
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification.
Compliance with training directives established by supervisory/managerial personnel.
Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.
Core Competencies
Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.
Political Savvy: Can maneuver through complex political situations effectively and quietly; is sensitive to how people and organizations function; anticipates where the land mines are and plans his/her approach accordingly; views corporate politics as a necessary part of organizational life and works to adjust to that reality; is a maze-bright person.
Comfort Around Higher Management: Can deal comfortably with senior managers and elected officials; can communicate and collaborate with senior managers and elected officials without undue tension and nervousness; understands how senior managers and elected officials think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.
Approachability: Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.
Technical Learning: Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge-like internet technology; does well in technical courses and seminars.
Listening: Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.
Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
Written Communications: Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.
THE CITY OF DUBLIN IS AN EQUAL OPPORTUNITY EMPLOYER
Drug-Free Workplace
The City of Dublin is a drug-free workplace (AO 2.35) which prohibits the use of controlled substances including marijuana. As permitted by law and in accordance with City Policy, new hires must pass a pre-employment drug test before appointment to any City position. Please note, this position may be subject to additional restrictions pursuant to Administrative Orders 2.38, or as outlined in the posting.
EEO Statement
The City of Dublin is committed to establishing and maintaining an inclusive and equitable community. We work to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics. We actively celebrate colleagues’ differences, support them through their careers with us, and prohibit discrimination and harassment. We strive to ensure equitable access to resources and opportunities that allow individuals and groups to feel safe, respected, motivated, and valued. Creating a culture of equity and belonging helps to ensure we meet the needs of all residents, visitors, and City of Dublin employees.
The City of Dublin offers a high deductible health care plan through United Healthcare that provides 100% coverage for preventative care. Employee or family coverage is available. Additionally our integrated wellness program, Healthy by Choice (HBC), allows employees to earn a waiver of all or a portion of the medical plan premiums.
HEALTH SAVINGS ACCOUNT/HEALTH REIMBURSEMENT ACCOUNT
Annually, the City will deposit 75% of your health insurance deductible amount into an HSA account in your name.
VISION AND DENTAL
The City pays 100% of the premium for dental and vision. Coverage levels will be explained in further detail at time of hire.
LIFE INSURANCE
The City pays 100% of the premium for 1.5 times your salary up to $150,000 term life insurance coverage for the employee. Supplemental insurance is available.
RETIREMENT PENSION
The City contributes 14% monthly toward retirement benefits offered through the Ohio Public Employee Retirement System. The employee pension payment share is 10% of gross salary.
VACATION
New employees accrue two weeks of paid vacation their first year. Vacation time increases with length of service time. Prior public service may be honored as service credit for vacation accrual.
PERSONAL LEAVE
Employees receive five prorated days of personal leave annually.
SICK LEAVE
Employees are advanced three sick days at the time of hire and accrue nine sick days in total annually.
OTHER
Eleven (11) paid holidays per year, employer paid short term disability, tuition/certification reimbursement of up to $7,000 annually, recreation membership and longevity pay after four years of full time completed service with the City of Dublin.
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