The City of Chesapeake is seeking a detail-oriented, self-motivated Deputy City Clerk to support a wide range of initiatives in the City Clerk's Office. The City Clerk's Office maintains the historical record of the City Council, including ordinances, resolutions, and minutes of the City Council Meetings, Work Sessions, and Special Meetings; coordinates responses to the concerns of citizens and other City departments; and serves as a passport agency. Key Responsibilities:
- Prepares, assembles, distributes, and publicizes City Council agendas and packages.
- Prepares and publicizes legal advertisements of meeting notices and public notices in compliance with the Charter and Statute, to include dates and text of publication, and coordinates publications with the Virginian Pilot ; ensures public meeting notification of all City Council meetings, Work Sessions and Special meetings as required by the Virginia Freedom of Information Act ( FOIA ).
- Attends and assists the City Clerk in the administration and logistics of all Work Sessions, Regular and Special City Council meetings to include overseeing and supervising the registration of speakers, managing and tracking speaker times by operating timer, attending to the electronic voting board and recording the vote as the official permanent record of the City.
- Creates and disseminates City Council meeting scripts for Mayor, Vice Mayor, City Manager, and City Clerk.
- Maintains the legislative actions of the City Council to include the creation and composition of meeting minutes retained as a permanent record of the actions taken at every Work Session, Regular, and Special meeting of the legislative body.
- Transcribes and prepares verbatim minutes as requested.
- Disseminates adopted ordinances/resolutions to appropriate departments.
- Maintains permanent ordinance/resolution books to include indexing, processing and sealing, distributing copies, filing, and certifying copies of adopted legislation of ordinances, resolutions, official minutes, and other public records.
- Serves as a liaison between Citizens, Council Members, Department Heads, and City personnel providing a high level of administrative support.
- Calculates, issues, tracks, and oversees the processing and collection of current and overdue invoices for public hearing legal advertising.
- Composes and disseminates correspondence to applicants, agents, and owners preceding and following Council actions by electronic mail and mail, including the referral of adopted legislation to the Circuit Court for official recordation in Land Records.
- Provides Notary Public services.
- Screens incoming calls, mail, electronic mail, and visitors for City Council and/or City Clerk; schedules appointments and maintains calendars for City Council, Passport Processing, City Council Chamber, and City Clerk Conference Room.
- Performs other related duties as assigned.
Required Qualifications VOCATIONAL / EDUCATIONAL REQUIREMENT : Requires any combination of education and experience equivalent to an associate's degree with emphasis in Business Administration, Public Administration, or a closely related field. EXPERIENCE REQUIREMENT : In addition to satisfying the vocational/education standards, this class requires a minimum of two years of related, full-time equivalent experience. SPECIAL REQUIREMENTS : Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.
Preferred Qualifications