Jurisdiction: City of Cortland

Jurisdictional Class: Exempt

Adopted:

DEPUTY CITY CLERK

DISTINGUISHING FEATURES OF THE CLASS:

Assists the City Clerk in performing a variety of clerical tasks; does related work as required. This is important clerical work involving responsibility for performing a variety of unrelated tasks in connection with the proceedings of the Common Council and City boards and commissions, the issuance of licenses and permits, the collection of fees and the maintenance of records. Work is performed under the general direction of the Mayor, City Clerk, and common Council with considerable leeway for the use of independent judgment in carrying out details of the work. Supervision is exercised over the work of clerical assistants.

TYPICAL WORK ACTIVITIES:

Assumes the duties of the City Clerk during the absence of or a the pleasure of the City Clerk;

Prepares material for meetings of the Common council and city boards and commissions, attends meetings, records proceedings, and maintains records;

Indexes and files deeds, contracts, insurance policies and other legal instruments;

Answers questions for the public concerning procedures of the City Clerk’s office and provides information about legislation passed by the Common Council;

Issues state and city licenses and permits such as hunting and fishing, marriage, taxi, peddler, dog license, etc.;

Keeps accounts and prepares reports pertaining to monies received;

Checks vouchers and invoices for accuracy and completeness;

Prepares payrolls for police and fire departments, board of health and Common council;

Acts as Deputy Registrar of Vital Statistics in recording births and deaths and issuing birth certificates;

May act as secretary to the Mayor in arranging appointments, preparing correspondence and maintaining files.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Good thorough knowledge of office practices, procedures, terminology and equipment;

Thorough knowledge of English and mathematics;

Good knowledge of budgetary preparation and maintenance;

Familiarity with the organization, functions, policies and regulations of the agency to which assigned;

Good organizational skills,

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FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: (Con’t.)

Ability to operate an alphanumeric QWERTY keyboard accurately at a high rate of speed;

Ability to handle routine administrative details independently;

Ability to handle confidential material;

Ability to understand and carry out complex oral and written directions;

Clerical aptitude;

Accuracy;

Initiative;

Tact;

Courtesy;

Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:

A. Graduation from a regionally accredited or NYS registered college or university with an associate’s degree (or completion of 60 credit hours in secretarial science, business or a related field) AND three (3) years of full time or its part time equivalent of paid clerical experience including payroll preparation/processing keyboarding and accounting; OR

B. Graduation from high school or possession of a high school equivalency diploma AND five (5) years of full time or its part time equivalent of paid clerical experience including payroll preparation/processing, keyboarding and accounting; OR

C. An equivalent combination of training and experience as described in (A) and (B) above.