Deputy City Clerk

POSITION DESCRIPTION The City of Rochester invites applications for: Deputy City Clerk City Clerk's Office Located in southeastern Minnesota along the south fork of the Zumbro River, Rochester (est.
pop.
of 120,000+) is an inclusive community that encompasses a 55-square mile area, featuring an urban skyline at its core and farm fields at its edges.
Consistently recognized as one of the most livable cities in the United States, Rochester was ranked nationally as "Best Place to Live" by Livability.
com in 2017.
The third largest city in Minnesota, Rochester is home to the world-renowned Mayo Clinic and serves as host to 3 million visitors each year, many of them receiving care at the Mayo Clinic.
As the Destination Medical Center public/private development plan is implemented over the next 20 years, the City projects that its population will top 160,000 and that more than 35,000 new jobs will be generated, furthering Rochester's position as an economic engine for the tri-state area.
Nature of Work The Deputy City Clerk is a professional, management-level position that works directly with the City Clerk to perform and oversee the Charter and statutory duties of the City Clerk's Office, as well as direct public service functions.
This position assumes full responsibility and signature authority in the absence of the City Clerk.
Work is complex and varied and includes responsibility for overseeing the day-to-day operations of the City Clerk's Office (CCO) including the direct supervision of the office team.
The CCO centers around helping people connect to, work with, understand, and impact their local government.
This work is accomplished in part by providing the community with equal access to open and transparent government, and serving as a hub for connecting residents, visitors, and businesses to key City services.
Remote Work and Hours This position is primarily in-person, with limited opportunity for occasional remote work.
Four (4) evenings per month required for evening City Council meetings.
The City Clerk’s Office maintains a public service window located in City Hall M-F 8:00 a.
m.
– 5:00 p.
m.
Pay Starting salary is $96,156-$113,125 annually depending on qualifications, with advancement to $141,406.
Application review begins on November 13th, continuing until the position is filled.
DUTIES AND RESPONSIBILITIES The items below are representative of the scope of work performed within this job classification.
Serve as primary support/replacement authority to the City Clerk in administration of office operations, execution of City Council agenda production and meeting management, elections administration, data and records request processes, and parking ticket administration.
Attend all City Council meetings with or on behalf of the City Clerk.
Oversee and administer the City Council Study Session agenda production and meeting experience.
Ensure elections are handled in accordance with state, federal, and county regulations.
Respond to information requests from the public, other City departments, and other government agencies relating to data maintained by the City Clerk's Office.
Oversee the assignment of records management support work to the team.
Oversee the administration of parking tickets and the contested citation review process.
Develop, implement, and oversee the execution and maintenance of standard operating procedures for these functions within the City Clerk’s Office in concert with City Clerk teammates.
Coordinate administrative office functions in supervising the team, managing the department budget, and developing, documenting, implementing, and maintaining quality, efficient office practices, systems, policies, and performance.
Direct the team’s management of the City website in areas related to the City Clerk's Office, the City Council, and other areas as assigned.
Develop, implement, and oversee office practices to ensure compliance with procurement policies and the handling and retention of bid documents.
Develop, implement, and oversee standard operating procedures and key performance indicators for service delivery of Clerk’s Office functions including parking violations collections, parking permits, business and miscellaneous licensing, special assessments, and administrative fines.
Assist in the preparation and management of the departmental budget, monitoring expenditures, and identifying needs for budget modifications.
Oversee the licensing process for all City business licenses, animal permits, alcohol licenses, gambling licenses, and special event permits.
Direct the team in the processing and reviewing of license applications, enforcing City regulations in partnership with other related City departments and the license examiner, as well as supporting the coordination of violation investigations and preparing cases for adverse license action where appropriate.
Work directly with the license examiner and team members in the Clerk's Office as well as other City departments and outside entities to continuously educate internal and external stakeholders about licensure requirements and the resolution of issues that arise in the licensing process.
Research, draft, and recommend amendments to City licensing ordinances.
Develop, implement, and assist in the coordination of changes to licensing processes and procedures and assisting in project development focused on creating new initiatives related to quality service delivery.
Operate as the team’s leader, implementing and modeling key principles of high-performance government.
Foster a collaborative leadership style that encourages teamwork while promoting individual autonomy that empowers teammates to independently problem solve through issues to resolution.
Provide professional growth opportunities for all departmental employees.
Develop and implement effective employee coaching and performance management strategies to ensure the achievement of organizational priorities and to create an environment that encourages innovation, teamwork, employee engagement, fiscal responsibility, and high-quality work output.
Create expectations and implement strategies that facilitate outcomes for employees to work collaboratively with other City department staff, public agencies, customers, and the community.
Oversee the recruitment, hiring, and orientation processes for new employees and ensuring strategies are implemented to acquire and retain a diverse workforce.
Partner with the Human Resources professionals to resolve employment/labor relations issues and participate in collective bargaining agreement negotiations when requested.
Demonstrate courage in providing direct, real-time, and specific feedback to others and addressing difficult people or situations when they occur.
Eliminate negative, disruptive, and/or unproductive behaviors that are detrimental to internal team cohesion and productivity and/or effective collaboration with other departments.
Perform other duties as necessary or as specified under the City’s Home Rule Charter and/or at the direction of the City Clerk.
Serve as primary back up to City Clerk in all responsibilities as stated in the City’s Home Rule Charter, City Ordinance, and State law, subject to the direction and control of the City Clerk.
In the absence of the City Clerk, maintain and secure the official City seal, administer oaths of office or assign others to do so, and hold signature authority.
Keep current with regulations, laws, administrative rulings, and best practices in accordance with, but not limited to, elections, licensing, MN Open Meeting Law, City Council Rules of Procedure and Code of Conduct, Robert’s Rules of Order, the Minnesota Government Data Practices Act (MGDPA), and general government operations.
MINIMUM QUALIFICATIONS Education and Experience A Bachelor's Degree in public administration, political science, finance, management, business administration, or a closely related field from an accredited college or university, and at least four years of increasingly responsible experience in municipal government, to include at least two years in a supervisory capacity.
An equivalent combination of education and experience to successfully perform the essential duties of the job.
Desirable Qualifications Possession of, or ability to obtain, an appropriate, valid municipal clerk certification issued by the Municipal Clerks and Finance Officers' Association and/or the International Institute of Municipal Clerks.
ADDITIONAL INFORMATION The City of Rochester is committed to a community where all members feel a sense of belonging.
We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.
We believe EQUITY should be at the center of all our work.
We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.
We recognize that we reside on the land of Indigenous People.
We commit to learning, repairing harm, and honoring the Indigenous communities that cared for the land before us.
We acknowledge the racial, economic and social disparities that exist in our community, and commit to engaging in personal and systemic changes to impact these disparities.
We commit to educating ourselves on inequities to better provide services to our community.
We promise to lead by example and hold ourselves accountable.
It takes us all working together.