Introduction About the Position: The City Clerk Deputy oversees a wide variety of technical and specialized administrative duties involving the actions of the City Council and coordination and conduct of City elections which support the overall departmental functions of the City Clerk's Office. Develops, organizes and maintains an ongoing records management program throughout the City to ensure the City's records are inventoried, maintained, and destroyed or archived. Ensures compliance with State Public Records Statutes. In addition to overseeing the City's Records Management Program and City Elections, the City Clerk's Office provides support to the City Council and accepts legal filings and other documents on behalf of the City. The City Clerk Deputy supervises two employees and reports to the City Clerk. The ideal candidate will have a strong background in either elections and/or records management and supervisory experience; exhibit exceptional organizational, communication, and customer service skills; and be able to assist with evening City Council Meetings that take place several times a month.
Minimum Qualifications Education and Experience- Bachelor's Degree in Business Administration, Public Administration or related field from an accredited educational institution.
- Five years of experience in a responsible administrative capacity with a City Clerk's Office, records management, municipal elections, campaign finance, experience working within the framework of applying statutes/policies or closely related area.
- Must have at least six months of Lead or Supervisory experience.
- Any equivalent combination of education and/or job-related experience that meets the minimum qualifications may be substituted.
Licensing, Certifications, and Other Requirements- Certification by the Arizona notary commission is required within three months of accepting the position and must remain current.
- Must possess or obtain certification as a Certified Municipal Clerk and an Arizona Election Official within five years.
- Every person employed by the City of Scottsdale shall reside in the State of Arizona during his or her active employment by the City, regardless of whether the employee is approved to remote work.
Other pertinent licenses and/or certifications may be required of some positions depending on department/section assignment.
Essential Functions Performs duties and responsibilities commensurate with assigned functional area which may include, but are not limited to, any combination of the following:
- Supervises employees and coordinates personnel-related activities to include, but not limited to: training, approving work schedules, recommending/approving personnel actions, coaching and counseling, establishing performance goals, and writing performance evaluations.
- Oversees, under the direction of the City Clerk, the Citywide records management program in coordination with the State Department of Library, Archives and Public Records to ensure compliance with State statutes.
- Recommends, drafts, updates and enforces the policies set forth in the City records management manual.
- Develops innovative approaches for records management, including records retention schedules and training programs for the City Clerk's Office and City staff.
- Oversees retention of the official records of the City in the custody of the City Clerk's Office to ensure documents are carefully maintained according to the approved retention schedule, state statute and City's records management manual.
- Directs and coordinates staff responses for general questions regarding City Council meetings and agendas, election procedures, citizen inquiries, candidate committee requests and inquiries from other government entities.
- Conducts research by gathering data from various sources and preparing various reports and compilations; resolves past discrepancies in records and reports and provides follow up as necessary.
Work Environment/Physical Demands The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position or that an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
- Most work is performed in a City office environment.
- Lift and carry materials weighing up to 30 pounds.
- Operate a variety of standard office equipment including a computer, telephone, calculator, copy and fax machines requiring continuous and repetitive arm, hand and eye movement.
- Travel to/from meetings and various locations.
- Attend evening meetings as needed.
Benefits Highlights: The City of Scottsdale offers a comprehensive benefits package including:
- 12 Paid Holidays, which includes 1 Floating Holiday
- Vacation Accrual; starts at 10.3 hours/month
- Sick Leave Accrual; 8 hours/month
- Medical (which includes behavioral health coverage), Dental and Vision Benefits
- City Paid Basic Life Insurance (equal to one times employee annual salary); option of Supplemental Life Insurance
- Tuition Reimbursement; $2,500/year
- Participation in the Arizona State Retirement System (ASRS) Defined benefit plan with mandatory employer and employee contributions currently at 12.29% which includes a Long-Term Disability benefit
- Supplemental Retirement Plans through Nationwide
- Pet Insurance
- Bilingual pay compensation
Please visit the Human Resources and Benefits Information page for more information.
Selection Process:
The application and supplemental questions are an integral part of the selection process and must be completed in full in order for you to be considered as a candidate. Please complete each section and answer all questions as thoroughly as possible. DO NOT state "See resume" in lieu of answering. Unanswered questions, incomplete responses, omissions, or partial information may result in disqualification from the selection process.
Applicants whose education, training and experience most closely meet the needs of the position may be invited to participate in a selection process to include a panel interview and an assessment exercise. Successful candidates will receive a post-offer, pre-employment background screening to include:
- Fingerprinting
- Criminal Background screening for the past 7 years
The City of Scottsdale reserves the right to change this process at any time.
PLEASE NOTE: Years of experience are based on a work schedule of 2,080 hours per year for full-time positions and 1,040 hours per year for part-time positions, and while work experience may substitute for education on a year-for-year basis, depending upon the job classification, education may not be substituted for work experience.
EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.
Persons with a disability may request a reasonable accommodation by contacting HR Receptionist at (480) 312-2491. Requests should be made 24 hours in advance or as early as possible to allow time to arrange the accommodation. For TTY users, the Arizona Relay Service (1-800-367-8939) may contact HR Receptionist at (480) 312-2491.
This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.
Closing Date/Time: 8/9/2024 11:59 PM Arizona
