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Deputy City Clerk

City Of Eden Prairie
Eden Prairie, MN Full-time
Posted on October 17, 2019

Deputy City Clerk Position Profile 

Status: Full-time, Non – Exempt

Salary: $25.74-$29.69 per hour (Depending upon qualifications)

Benefits: Qualifies for full-time benefits date of hire

Location: Eden Prairie City Center, 8080 Mitchell Road Eden Prairie, MN 55344

Hours: Standard business hours (8am-4:30pm), hours will increase during elections on evenings and weekends to accommodate business needs.

Reporting Relationship: Reports to City Clerk

Administration Department

The Administration department is responsible for working closely with the Administrative Services and Human Resources Director, who works with the City Manager and City Council to support the overall operation of the City and its five operating Departments. Supporting Divisions include the City Clerk, Communications, Facilities, Finance and Liquor Store Operations, Human Resources and Support Services, and Information Technology.

The City Clerk division is response for the administration of elections, official records and City Code, records management, publication of legal notices and data practices, and the City Clerk serves as the Data Practices Compliance Officer and Responsible Authority.

Position Responsibilities

The Deputy City Clerk supports the City Clerk by performing the statutory duties of Deputy City Clerk including assisting in the administration of elections; assisting in the administration of official records, records management and data practices. The primary position responsibilities and areas of impact are:

  1. Answers questions of the public as they relate to voter registration and elections, maintains current knowledge of election laws and process.
  2. Assists in overall administration of City run elections, and in the absence of the City Clerk, administers elections if necessary; assists in the absentee voting process; maintains election judge data; tests and prepares election equipment.
  3. Assists in the recruitment, training, and assignments of election judges; updates training materials as needed.
  4. Assists with records management; creates, reviews and archives the minutes and official records of the City Council, HRA, and Boards and Commissions, including resolutions and ordinances.
  5. Monitors legislative issues and law changes affecting elections, data practices and records management; provides information and assistance to the public and City staff on issues regarding record management, data practices and city code; updates city polices; backup for preparing City Council agenda packet; assists on special projects.
  6. Acts as a Notary Public.

While these areas are the primary focus of this position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as a part of their role with the City.

Position Requirements

Education: Associates degree or higher from an accredited college or university in Political science, public administration, business administration or a related field required. Minimum of two years of significant City Clerk related experience or Municipal Clerk certification may be substituted for education requirement. Current enrollment in the Municipal Clerks Institute or possession of certification(s) as a Municipal Clerk is preferred.

Work Experience: Minimum of one year of experience in an administrative role required; additional records management, data practices, and election experience preferred.

Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Access, Publisher and Outlook) required; State Voter Registration System experience preferred; experience with Laserfiche records management system preferred.

Physical Requirements: Physical effort is light for the majority of work with lifting or carrying limited to 25 pounds intermittently. During elections there is considerable effort required to comply with all election laws and regulations. Pressure from deadlines associated with this position occur 20-40% of the time. During election years the pressure from responsibilities and deadlines associated with this position occur 40-60% of the time.

Working Conditions: Most work is performed in a normal office environment. Occasional driving or riding is required to attend meetings. During elections there is a change in working hours to accommodate needs of the election.

City of Eden Prairie Values

We are a service organization. We take pride in what we do. We cultivate a supportive, encouraging and productive culture with a strong customer focus. We promote wellness and plan work/life balance into our goals. We value differences and foster inclusion. We achieve success by exhibiting our core values: collaboration, innovation, integrity, performance and relationships.

Position Specific Expectations

Communication: Able to convey a message to get a point across; communicates in a clear and concise manner; able to write clearly and succinctly; tailors message to a variety of communication settings and styles.

Composure: Exhibits self-confidence and asserts self appropriately in several different situations; maintains professionalism while under pressure; can handle stress; energized by tough challenges.

Organization: Ability to coordinate several activities, responsibilities, and tasks simultaneously in a polite and professional manner; prioritizes what needs to get done; keeps things neat and orderly; utilizes tools for efficiency; factors several considerations when planning; establishes methods to ensure routine tasks are completed.

Problem Solving: Ability to tackle a problem by using logical, systematic, sequential approach; makes a systematic comparison of two or more alternatives; notices discrepancies and inconsistencies in available information; identifies a set of features, parameters or considerations to take into account in analyzing a situation or making a decision.

Project Management: Looks ahead to the future; identifies appropriate objectives and timelines; involves appropriate stakeholders; continuously monitors project and adapts scope as appropriate; measures results and analyzes outcome; follows through on commitments.

City of Eden Prairie Pre-employment Process

The City of Eden Prairie conducts the following pre-employment checks for this position:

  • Professional Reference Checks
  • Criminal History Check
  • Work History and Education Verification 

All final candidates must successfully complete and pass the City’s evaluation of the pre-employment process prior to their first day of employment.

City of Eden Prairie Application Timeline

Position Posted: Tuesday, October 15, 2019

Position Closes:  Wednesday, October 23, 2019 at 8:00am

First Round Interviews: Wednesday, November 6, 2019

Final Round Interviews: Thursday, November 14, 2019

Tentative Start Date: Early December