The City of Rochester, MN
Deputy City Clerk
Print (https://www.governmentjobs.com/careers/rochester/jobs/newprint/4870367)
Apply
Deputy City Clerk
Salary
$98,079.00 - $144,234.00 Annually
Location
Rochester MN 55904, MN
Job Type
Regular FT
Job Number
20250019
Department
City Clerk's Office
Opening Date
03/17/2025
Description
Benefits
Questions
POSITION DESCRIPTION
The City of Rochester invites applications for:
Deputy City Clerk
City Clerk's Office (https://www.rochestermn.gov/government/departments/city-clerk)
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 EQUITYshould 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.
It takes us all working together
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 Monday-Friday 8:00 a.m. – 5:00 p.m.
Pay
2024 starting salary is $98,079-$115,388 annually depending on qualifications, with advancement to $144,234.
To have your application considered in the first round of reviews, please apply before April 7, 2025. Applications will be accepted 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, 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.
Oversee the development, implementation, and management of records and the information management program used to store and track records.
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.
Research, establish and promote administrative policies, including procedures and enterprise standards and techniques, for effective and efficient management of City records.
Identify issues, gaps, and weaknesses in the program and recommend action plans and solutions to address them.
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.
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.
In the absence of the other Deputy City Clerk, oversee the licensing process for all City business licenses, animal permits, alcohol licenses, and special event permits.
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
PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Frequent demands: sitting and fine dexterity.
Occasional demands: walking, standing, bending, kneeling, crouching, carrying, pushing/pulling, climbing, reaching, handling
Sensory requirements necessary in the performance of the essential functions of this position include sight, touch, and hearing.
Environmental conditions that may exist in the performance of the essential functions of this job include NONE (not substantially exposed to environmental conditions)
EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36371&t=637988555643816877)
01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
Yes
No
02
What is your preferred name?
03
Which of the following best describes your level of education?
High school diploma or equivalent G.E.D.
Completion of a 2 year program or degree related to this role
Completion of a 4 year program or degree related to this role
Completion of a Master's degree or higher related to this role
Completion of any degree that is not related to this role
None of the above
04
Which of the following best describes your years of employment experience in municipal government?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
05
Do you possess any municipal clerk certification(s) issued by the Municipal Clerks and Finance Officers' Association and/or the International Institute of Municipal Clerks?
Yes
No
06
Which of the following best describes your years of experience with election law, procedures, and operations?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
07
Which of the following best describes your years of experience related to records management including indexing, research, records retention, response to public records requests, and managing electronic document management systems?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
08
Which of the following best describes your years of experience related to the preparation of City Council agenda packets, staff reports, minutes, and follow-up items from an agenda, including any agenda management software programs?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
09
Which of the following best describes your years of experience overseeing and directing the activities performed by other staff:
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
10 or more years
10
Which of the following best describes your experience overseeing and directing the activities performed by other staff:
No experience
Limited - I have provided some work direction or suggestions to other staff
Moderate - I occasionally provide work direction and/or training to other staff
Extensive - I frequently provide direction to and/or formally supervise other employees as a regular part of my job
11
Did your experience overseeing and directing the activities performed by other staff include any of the following? (select all that apply)
Hiring, selecting or promoting employees
Conducting performance appraisals
Disciplining or reprimanding employees
Scheduling employees
Approving timecards and/or time off requests
Employee development and/or training
I have no experience directing or overseeing other staff
12
Please indicate the current versions of software that you are PROFICIENT in using: (select all that apply)
Microsoft Office Suite (Word, Excel, Outlook etc.)
Microsoft OneDrive
Peak Agenda Management or similar software for legislative agenda & meeting management
GovQA or other similar software used for managing public information requests
GovDelivery or similar software used for content distribution and noticing
GovAccess or similar software for website management
SAP/JDE or similar SRP system
Laserfiche Document Management System
Accela or other similar software used for permits and licensing
LOGIS Solutions
None of the above
13
Which of the following best describes your years of experience managing a budget for a department?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
14
Tell us how your professional, educational and lived experiences would help you be successful in this role.
15
Describe what specifically about this job inspired you to apply and what the City of Rochester would gain in having you onboard?
16
Briefly discuss what constitutes effective communication and the role communication plays in professional accountability.
17
CONDITIONS OF EMPLOYMENT: City policy requires that finalists are required to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history. Please note that a criminal conviction does not automatically disqualify an applicant from consideration for employment with the City of Rochester. If selected as a finalist, are you willing to undergo a background investigation?
Yes
No
Required Question
Employer
City of Rochester
Address
201 4th Street SE Rochester, Minnesota, 55904
Phone
(507) 328-2555
Website
https://www.rochestermn.gov/employment
Apply
Please verify your email address Verify Email
Print (https://www.governmentjobs.com/careers/rochester/jobs/newprint/4870367)
Apply
Deputy City Clerk
Salary
$98,079.00 - $144,234.00 Annually
Location
Rochester MN 55904, MN
Job Type
Regular FT
Job Number
20250019
Department
City Clerk's Office
Opening Date
03/17/2025
Description
Benefits
Questions
POSITION DESCRIPTION
The City of Rochester invites applications for:
Deputy City Clerk
City Clerk's Office (https://www.rochestermn.gov/government/departments/city-clerk)
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 EQUITYshould 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.
It takes us all working together
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 Monday-Friday 8:00 a.m. – 5:00 p.m.
Pay
2024 starting salary is $98,079-$115,388 annually depending on qualifications, with advancement to $144,234.
To have your application considered in the first round of reviews, please apply before April 7, 2025. Applications will be accepted 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, 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.
Oversee the development, implementation, and management of records and the information management program used to store and track records.
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.
Research, establish and promote administrative policies, including procedures and enterprise standards and techniques, for effective and efficient management of City records.
Identify issues, gaps, and weaknesses in the program and recommend action plans and solutions to address them.
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.
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.
In the absence of the other Deputy City Clerk, oversee the licensing process for all City business licenses, animal permits, alcohol licenses, and special event permits.
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
PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Frequent demands: sitting and fine dexterity.
Occasional demands: walking, standing, bending, kneeling, crouching, carrying, pushing/pulling, climbing, reaching, handling
Sensory requirements necessary in the performance of the essential functions of this position include sight, touch, and hearing.
Environmental conditions that may exist in the performance of the essential functions of this job include NONE (not substantially exposed to environmental conditions)
EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36371&t=637988555643816877)
01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
Yes
No
02
What is your preferred name?
03
Which of the following best describes your level of education?
High school diploma or equivalent G.E.D.
Completion of a 2 year program or degree related to this role
Completion of a 4 year program or degree related to this role
Completion of a Master's degree or higher related to this role
Completion of any degree that is not related to this role
None of the above
04
Which of the following best describes your years of employment experience in municipal government?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
05
Do you possess any municipal clerk certification(s) issued by the Municipal Clerks and Finance Officers' Association and/or the International Institute of Municipal Clerks?
Yes
No
06
Which of the following best describes your years of experience with election law, procedures, and operations?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
07
Which of the following best describes your years of experience related to records management including indexing, research, records retention, response to public records requests, and managing electronic document management systems?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
08
Which of the following best describes your years of experience related to the preparation of City Council agenda packets, staff reports, minutes, and follow-up items from an agenda, including any agenda management software programs?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
09
Which of the following best describes your years of experience overseeing and directing the activities performed by other staff:
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
10 or more years
10
Which of the following best describes your experience overseeing and directing the activities performed by other staff:
No experience
Limited - I have provided some work direction or suggestions to other staff
Moderate - I occasionally provide work direction and/or training to other staff
Extensive - I frequently provide direction to and/or formally supervise other employees as a regular part of my job
11
Did your experience overseeing and directing the activities performed by other staff include any of the following? (select all that apply)
Hiring, selecting or promoting employees
Conducting performance appraisals
Disciplining or reprimanding employees
Scheduling employees
Approving timecards and/or time off requests
Employee development and/or training
I have no experience directing or overseeing other staff
12
Please indicate the current versions of software that you are PROFICIENT in using: (select all that apply)
Microsoft Office Suite (Word, Excel, Outlook etc.)
Microsoft OneDrive
Peak Agenda Management or similar software for legislative agenda & meeting management
GovQA or other similar software used for managing public information requests
GovDelivery or similar software used for content distribution and noticing
GovAccess or similar software for website management
SAP/JDE or similar SRP system
Laserfiche Document Management System
Accela or other similar software used for permits and licensing
LOGIS Solutions
None of the above
13
Which of the following best describes your years of experience managing a budget for a department?
No experience
Less than 2 years
More than 2 years, but less than 4
More than 4 years, but less than 6
More than 6 years, but less than 8
More than 8 years, but less than 10
More than 10 years
14
Tell us how your professional, educational and lived experiences would help you be successful in this role.
15
Describe what specifically about this job inspired you to apply and what the City of Rochester would gain in having you onboard?
16
Briefly discuss what constitutes effective communication and the role communication plays in professional accountability.
17
CONDITIONS OF EMPLOYMENT: City policy requires that finalists are required to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history. Please note that a criminal conviction does not automatically disqualify an applicant from consideration for employment with the City of Rochester. If selected as a finalist, are you willing to undergo a background investigation?
Yes
No
Required Question
Employer
City of Rochester
Address
201 4th Street SE Rochester, Minnesota, 55904
Phone
(507) 328-2555
Website
https://www.rochestermn.gov/employment
Apply
Please verify your email address Verify Email