Deputy City Clerk

Deputy City Clerk

The City of Louisville is hiring for a Deputy City Clerk. This position works under the general supervision of the City Clerk and performs complex and technical administrative work in the City Clerk's Office. Works closely with the City Clerk to plan and coordinate the administrative functions of the City Clerk's Division. The Deputy City Clerk assumes the responsibility of City Clerk in his / her absence. Performs other work as required.

This position must work well independently, in teams, and with the public, while providing excellent, respectful customer service and human relations skills. This position requires initiative to work with minimal supervision and necessitates regular exercise of independent judgment based on a comprehensive knowledge of the City's Charter and Municipal Code, public meeting policies and procedures, City ordinances, and applicable State statutes relative to liquor, marijuana, and massage parlor licensing.

This position requires a background check, fingerprinting and CCIC / NCIC certification to work at Court, as well as clearance to access the CBI Secure Document Delivery System for liquor, marijuana and massage parlor licensing.

Essential Job Duties

• Issues and renews liquor, marijuana, and massage parlor licenses and permits including implementing statutorily required regulations.
• Maintains effective relationships with elected officials, board and commission members, City employees, and the public.
• Demonstrates public policy competencies including meeting procedures and guidelines.
• Manages public relations problems with discretion and in a courteous and tactful manner.
• Maintains strong understanding of records retention, open records, open meetings, and other applicable statutes.
• Ability to maintain confidential City and licensee information.
• Serves as back up to the City Clerk for attending City Council meetings, managing the public comment process, taking minutes, preparing legal publications related to meetings, and providing necessary follow up for City Council.
• Attendance at evening meetings once a month (sometimes twice a month).
• Summarize minutes from City Council and study session meetings weekly.
• Serves as back up to the City Clerk in preparing City Council agendas and packets.
• Assists City Clerk in handling advertisements and notices for public hearings, legal notices, and ensures records are recorded as required by law.
• Tracks ordinances, resolutions, and all meeting packet and files as permanent record in Laserfische application.
• Fulfills public information requests.
• Oversees the codification of amendments to the Municipal Code.
• Administers Special Event permits.
• Assists with dog licensing, live music permits, and block party permits.
• Prepares permanent records for Laserfiche storage.
• Provides backup for Court and assists during sessions of Court, as needed.
• Executes legal documents including ordinances, resolutions, and contracts.
• Assists in the administration of municipal elections.
• Provides assistance to the Clerk in the annual board and commission recruitment process.
• Responds to inquiries from elected officials, the public, co-workers, and other agencies by email, telephone, and in person in a timely fashion and in conformance with applicable laws and regulations.
• Assists with election preparation, applicants for boards and commissions and elected positions.
• Acts as Notary Public for City and public documents (must get notary license within 6 months of hire).
• Researches ordinances, laws, and regulations for the public as requested.
• Updates the City website as appropriate. Including but not limited to : information on City Clerk's page, City Council Page, City Calendar, various board and commission pages, news and public notices

Training and Experience

Knowledge, Skills and Abilities

Special License, Registration, or Certificate Required

Physical Requirements of the Job

While performing the duties of this job, the employee is regularly required to sit, use hand, fingers, handle or feel objects, tools, or controls, and talk or hear. The employee is occasionally required to walk and reach with hands, and arms. The employee may occasionally lift and / or move up to 40 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

The work is performed indoors. The noise level in the work environment is usually low.

The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees. It is the city's policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry or disability unless related to a bona fide occupation qualification. This policy applies to all aspects of employment and the provision of the municipal services. The Human Resources Manager has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.