With the effective management of a city's operations come a great deal of administrative and organizational tasks, many of which fall into the hands of the deputy city clerk. Individuals in this position predominantly perform the clerical duties that help in the day-to-day running of a city's court or town council. They typically work under the supervision of the city clerk of court, performing duties such as answering official correspondence, preparing court documents or recording minutes of council meetings.
The deputy city clerk provides administrative support to a number of people including judges, the city council, commissioners, advisory boards and a city's finance director. Depending on the office for which she works, she may be responsible for preparing and distributing various council and court documents; recording city meetings and minutes; and maintaining administrative records and files. The deputy city clerk is generally the main point of contact for the general public, so she will screen calls, visitors and mail for other staff in addition to fielding inquiries and answering questions. She may also supervise other employees and take on management duties when the city clerk is absent.
Because customer service and administrative duties are the two main components of this job, the deputy city clerk must be an active listener who is comfortable being around people. She should be able to employ good judgment and decision making, as well as be able to remain calm and efficient in stressful situations. Punctuality and good time management are essential as she will usually be working within a timed agenda or on a strict deadline.
General office skills are a must, and a candidate for deputy city clerk should be familiar with computers and peripheral equipment like printers and faxes, plus she must be able to type efficiently. Good verbal and written communication skills are also important, and she must be able and willing to maintain effective working relationships with both the general public and the city's management officials.
Most deputy clerk positions are considered entry-level and only require a high school diploma or the equivalent. While it's rarely required, a college degree can help advance you from the deputy city clerk position to a supervisory position faster, plus it might give a candidate the edge up over her competition during hiring. Prior experience working in an office or courtroom setting is beneficial. Some positions also require the deputy city clerk to be -- or become -- a notary public.
While on the job, the deputy city clerk will spend a good deal of time in an office setting, seated behind a computer and performing general administrative tasks. A clerk who is responsible for assisting in courtrooms may also be expected to frequently walk to and from court, and she may also be required to lift or move heavy boxes of files and documents. Deputy city clerks work both part- and full-time shifts during daytime hours, depending upon the city clerk's office needs.
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