Administrative Assistant III – Deputy Clerk

The City of Kenai is seeking an Administrative Assistant III – Deputy Clerk to provide administrative support in the Clerk’s Office. Responsibilities include meeting management, records management, and public engagement. The role involves preparing agendas, attending public meetings, maintaining records, and assisting with city elections. The position requires daily interaction with city employees and the public and may include evening hours. This job is located in Kenai, AK and is not remote.
GENERAL DESCRIPTION The Administrative Assistant III/Deputy Clerk is an administrative support position responsible for performing a broad range of specialized duties working under the direction and supervision of the City Clerk. This position is responsible for assisting in the development and administration of various responsibilities of the Clerk’s Office with an emphasis on meeting management, records management, and regulatory compliance to extend the capabilities of the Clerk’s Office. This position requires daily contact with City employees, outside agencies, and the general public, and frequently requires tactful handling of sensitive cemetery and memorial park matters. The work schedule is primarily during City business hours but also includes evenings, as well as shift extensions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide administrative support in all functions and operations in the City Clerk’s Office, including clerical support for the Mayor and City Council.

2. Prepare agendas, packets, and minutes for public meetings in accordance with state and local open meeting laws and public notice regulations.

3. Attend various public meetings as the recording clerk providing support to elected and appointed officials in the application of parliamentary procedures. Meetings may take place outside of standard City working hours.

4. Assist in the implementation, maintenance and staff training of the city-wide records management program, retention schedule and digital record keeping system. Coordinates with city employees on records management to ensure compliance with city-wide policies and legal requirements.

5. Maintain a variety of files, documents, records, and databases and compile information and statistics for various reports.

6. Research records for internal departments, elected officials, committees, and the general public; monitor and assist with fulfilling public records requests, when assigned.

7. Assist in the administration of City elections, including but not limited to acting as a voter registrar, preparing calendars, schedules, and notices for publication, accepting candidate nomination filings, providing election official training, serving as an absentee voting official, and coordinating with the State of Alaska and Kenai Peninsula Borough.

8. Serve as initial contact for the Clerk’s Office, responding professionally and promptly to phone, email and in person inquiries from employees and the public. Process a variety of documents and provide information on items relating to the Clerk’s Office, including but not limited to various licenses, applications, and records requests.

9. Develop, maintain, and improve electronic forms, work flows, templates, and policies and procedures utilized by the public and staff.

10. Perform purchasing duties in accordance with City policies and procedures; participate in budget process, including obtaining quotes, preparing requisitions, maintaining a database, placing orders, and receipting and distributing product.

11. Prepare memos, letters, notices, requests, and administrative reports and update content for the City’s web pages.

12. Schedule meetings and appointments; and make travel arrangements, as assigned, in accordance with City policies and procedures.

13. Assist with ensuring accurate codification of ordinances online and in print, and assist with preparing and distributing Kenai Municipal Code supplements.

14. Collect, distribute, and send mail.

15. Establish and maintain effective working relationships with government agencies, City employees, elected officials, appointed officials, and the general public.

16. Maintain strict confidentiality of privileged communications and information and comply with privacy laws and regulations.

17. Attend and participate in training, conferences, and meetings.

18. Perform tasks with minimal supervision and complete projects independently within established time frames and with constant interruptions.

19. Perform Notary Public duties following commission.

20. Have regular, reliable, and predictable attendance at work.

21. Act as City Clerk subject to council approval.

22. Perform other duties as assigned.

MINIMUM QUALIFICATIONS

1. Possess a high school diploma or equivalent.

2. Three (3) years of increasingly responsible work experience in a clerical or office support role. Experience must include working in dynamic, multi-tasking office environments with the responsibility for prioritizing a number of critical and changing tasks, sometimes with inflexible deadlines.

3. Previous work or other work experience demonstrating knowledge of current office software/technology. Must have working knowledge of MS Office, and have experience formatting professional documents and creating and updating online material.

4. Previous work or other work experience demonstrating strong writing skills, including the use of proper and appropriate syntax and punctuation, accurate note-taking and documentation in a fast-paced environment; writing samples may be required during the candidate assessment process.

5. Must possess or obtain a regular or limited governmental notary commission within thirty (30) days of employment.

6. The applicant (or employee after hire) must be available to work varying schedules including occasional weekend days and evenings. Must have a work history of regular and reliable attendance.

7. Certified Municipal Clerk (CMC) designation preferred. If CMC is not held, enrollment and participation in the International Institute Municipal Clerks (IIMC) Certification Program is required, contingent on funding availability.

DESIRABLE QUALIFICATIONS

1. Experience working with records management concepts, processes and procedures including the ability to establish and maintain an electronic database to manage records.

2. Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks.

3. Certificate or degree in office/business management.

4. Experience interpreting and applying Federal, State, and Municipal law. Some knowledge of Robert’s Rules.

5. Experience performing duties with a high degree of independence, including the demonstrated ability to self-assign tasks and accomplish goals.

6. Experience working with Laserfiche software.

WORKING ENVIRONMENT The work environment is typically in an indoor office setting, adequately heated, lighted, and ventilated. While performing the duties of this job, the employee usually works in an office. The Assistant must occasionally attend public meetings, often at night. The appointee must occasionally travel to other areas in the community, particularly public office buildings. The Assistant works primarily during the daytime but occasionally is required to work at night and during the weekend.

PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to use hands and fingers dexterously to operate office equipment, including telephones, photocopiers, and computers, keyboards and typewriters; communicate orally in person and on the telephone; sit for extended periods of time; and, stand, walk, stoop, crouch, and reach with hands and arms. The employee must occasionally exert up to 40 pounds of force and may be required to drive or walk to other City or State buildings. Specific vision abilities required include close vision and the ability to adjust focus. The employee must be able to hear and to talk and communicate verbally in-person as well as on a telephone.

MISCELLANEOUS INFORMATION

The City of Kenai is an equal opportunity employer. Employment is based on qualifications free of personal and political considerations, with equal opportunity for all with no discrimination on the basis of race, color, religion, sex, national origin, age, disability, marital status, changes in marital status, pregnancy, parenthood, genetic information or any other basis prohibited by law.