Deputy City Clerk

Description

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Representative Job Duties

• Affords assistance to the City Clerk in all aspects of departmental operations, including supervising and coordinating the preparation and administration of elections; managing voter registration and transfers; verifying eligibility for and issuing licenses; and maintaining official City and vital records.

Key Responsibilities

• Processes FOIA requests
• Prepares and maintains official meeting minutes
• Manages document retention in accordance with applicable regulations
• Updates and maintains the Municipal Code
• Develops and maintains standard operating procedures
• Provides administrative and clerical support to the City Council
• Supervises and supports department staff
• Performs administrative functions of the City Clerk’s office, including payroll, budgeting, and invoice processing
• Performs other duties as assigned and as outlined in the City Charter

Job Requirements

• As determined by the City of Southfield MIPMC (Michigan Professional Municipal Clerk) and CMC (Certified Municipal Clerk) designations are preferred.
• At least two (2) years of experience as a Clerk or Deputy Clerk, demonstrating expertise in staff supervision and organizational skills; knowledge of state and local legislative processes; familiarity with current election equipment, training, procedures, and laws; and the ability to recognize, analyze, and address complex and/or sensitive matters related to municipal operations.
• At least five (5) years of progressively responsible experience in municipal government, demonstrating expertise in staff supervision and organizational skills; knowledge of state and local legislative processes; familiarity with current election equipment, procedures, and laws; and the ability to recognize, analyze, and address complex and/or sensitive matters related to municipal operations.
• Considerable knowledge and proficiency in the use of personal computers, including BS&A Business Licensing, Granicus, NextStep, Laserfiche, CivicPlus, and standard word processing, database, and spreadsheet software.
• A positive, public service-oriented attitude with the ability to interact tactfully and courteously with the public, elected officials, and City staff. Excellent interpersonal, written, and verbal communication skills, with the ability to maintain confidentiality of sensitive information.
• Availability to attend evening meetings, work extended hours during elections, and respond to urgent City matters outside of regular business hours, as needed.
• Applicants will be subject to a criminal history background check.

Supplemental Information

• The selection process will include a review of the applicant's experience for posted requirements, a criminal history check, and an oral board interview. Each step of the process must be passed before the applicant will be moved to the next step. Applicants will be invited to further participate in the selection process based on the nature and extent of their related experience.
• We offer a complete benefits package to career employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave and more!
• City of Southfield Employee Benefits Summary
• Mandatory Benefits: Medical, Dental and Vision Elections, or Opt Out
• Supplemental Benefits: Term Life, Aflac, Met Law, Retirement Savings Account, Tuition Reimbursement, EAP, FMLA, Flexible Spending Account, Residency Bonus Blended Pension Plan
• Employees Defined Benefit SERS 1.5% Multiplier for all years of service 3 Years Final Average Compensation Upon Retirement 10 Years Vesting 5% Employee Contribution Defined Contribution 401a MissionSquare 3% 401 a City Contribution 3% 401 a Employee Contribution (minimum) 5 Year Vesting Schedule
• Retirement Health Savings Effective July 1, 2020 Tier III and IV employees shall contribute 2% of pensionable wages and the City will contribute $100 per month.
• Life Insurance MetLife Benefits The city provides term life insurance benefits with accidental death and dismemberment for qualified employees as soon as possible, through the proper insurance carrier in accordance with the following schedule:
• AFLAC Short term disability, cancer, accident and hospitalization insurance.
• EAP Ulliance Employee Assistance Program through Ulliance- six free counseling sessions, legal, finance and life coaching programs. Supervisors are not notified if employee uses services.
• FMLA Family Medical Leave Act worked up to 1250 hours or one year. Can take off time to care for a medical emergency for themselves or immediate family members for up to 12 weeks unpaid. Absences approved by BASIC or FMLA vendor.
• FSAs & Dependent Care Flexible Spending Accounts and Dependent care through TASC are pre-tax funds that are used to cover certain out-of-pocket medical expenses and childcare costs. A total dollar amount is elected, and a debit card is sent to you to pay for incurred expenses. Pre-tax funds are deducted bi-weekly to cover the cost of the total amount you have elected. There is an annual election limit of $3,300 for 2025. Renew Annually, it’s not automatic. To Find Out More Click Link Below
• Union Contracts | City of Southfield