Assistant City Clerk (Austin City Clerk's Office)

City of Austin•Austin, TX

2d•Onsite

About The Position

The Austin City Clerk’s Office Assistant City Clerk is responsible for leading the technical operations and research teams in support of City Council and the public. Under general direction, this position reports directly to the City Clerk or Deputy City Clerk and is responsible for overseeing and managing multiple support and administrative services of the Office of the City Clerk. The Research team is directly responsible for conducting quality reviews on documents scanned and indexed into the Enterprise Document Imaging Management System (EDIMS); handle departmental and customer inquiries, research, and complaints. The position will be responsible for the preparation of the working set of minutes and provide assistance with speaker management during council meetings. The technical operations team is directly responsible for the following: ideating, constructing, and maintaining modern methods of data sharing; administering systems and applications that provide for equitable access to Mayor and Council and greater civic engagement; maintaining accurate and complete historical databases; and planning and maintaining all improvements to the City Clerk’s data and communications infrastructure. Understands the function and impact of platforms such as ColdFusion; Formstack; Microsoft Access; speaker sign-up system; agenda management tools; and drives innovation through process refinement. These teams additionally work on ordinances, resolutions, City code changes, and preparation before and after City Council meetings. This position may also oversee other workgroups within the City Clerk’s Office.

Requirements

Graduation with a bachelor's degree from an accredited four-year college or university with major course work in a field related to business, public administration or other related field plus four (4) years of related professional experience with two (2) years as a related project lead.

Nice To Haves

Experience providing staff support to the City Council including attending Council meetings and preparing minutes as required.
Excels at managing competing priorities, shifting demands, and day-to-day coordination in a high visibility setting.
Builds and sustains effective working relationships with elected officials, executive leadership, departmental teams, and members of the public.
Navigates sensitive issues with discretion, tact, and political awareness.
Experience supervising a variety of operational functions within the Clerk’s Office including technical operations, research, city council support, city council meeting management..
Experience supervising successful daily operations in agenda publication, speaker registration, and petition verification.
Skill in modeling integrity in all actions and decisions, maintaining confidentiality, fairness, and public trust.
Brings sound ethical judgment to complex or politically sensitive situations, ensuring accountability at all levels of operation.
Certification in State Certified Municipal Clerk Designation or the ability to obtain the certification, or the ability to obtain within 6 months of employment.

Responsibilities

Directs the functions and daily operations of the office.
Provides staff support to the City Council including attending Council meetings and preparing minutes as required.
Provides services to voters, petitioners, City departments and political candidates.
Ensures all activities are carried out in compliance with departmental policy, local, state, and federal regulations and laws governing activities.
Improves operations and streamlines work processes.
Manages all human resource activities including employment, employee relations, and benefits.
Manages contracts with private vendors.
Manages the preparation of budgets and forecast requirements and reports, including financial reports and performance measures reports.
Manages the citizen recognition, petition validation, lobbyist and liquor licensing processes and the Council approved records program.
May act as City Clerk and/or Deputy City Clerk in his/her absence.