SENIOR DEPUTY CITY CLERK TREASURER (Internal Applicants Only) 2025 - 02824
City of Fayetteville
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The City of Fayetteville is committed to attracting, engaging and rewarding a multi-generational workforce. By offering a total rewards package including competitive compensation and benefits plans and a purposeful work life, the City is an employer of choice focused on serving our community.
Essential Job Duties
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The City of Fayetteville is committed to attracting, engaging and rewarding a multi-generational workforce. By offering a total rewards package including competitive compensation and benefits plans and a purposeful work life, the City is an employer of choice focused on serving our community.
1. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive.
2. Perform supervisory responsibilities which may include interviewing, hiring, and training employees, planning, assigning and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems. Carry out supervisory responsibilities in accordance with the City’s policies and applicable laws. Must supervise the City Clerk office in the absence of the City Clerk to ensure all requests for information, news releases, and deadlines are met.
3. Supervise City Clerk staff in the scheduling of the City Hall meeting rooms and the preparation of the Staff and Public meeting calendars.
4. Supervise the codification of City ordinances and ensure that ordinances are published in the newspaper and filed at the Washington County Courthouse as required by state law.
5. Supervise the Granicus webcasting for the City Council meetings and other meetings. Load the agendas, review time stamps, publish the meeting to the City’s website and troubleshoot program problems.
6. Supervise the training of City departments in the agenda process and the procedures for reserving City meeting rooms.
7. Supervise the maintenance of an orderly indexing and filing system of all City records for ease of access by citizens and staff.
8. Supervise the Workers Compensation process for the City Clerk office. Ensure injuries are reported in a timely manner.
9. Perform administrative functions for the Legistar program.
10. Review and approve accounts payable related transactions, including purchase orders, purchase card requests, check requests, and electronic payments to vendors for the City Clerk Treasurer’s Office. Monitor budget as assigned and prepare budget adjustments as needed. As well as obtain W9s from new vendors.11. Review and approve timesheets, ensuring correct codes are utilized within the timekeeping system.
12. Assist with managing staffing schedules to maintain necessary office coverage.
13. Responsible for attending regular and special City Council meetings, City Council agenda sessions, Police and Fire Pension Board meetings and other meetings as requested by the City Clerk.
14. Monitor and maintain City Council Legistar agenda items for routing, review, and signatures. Prepare the City Council agenda, label, and distribute to staff, press and citizens. Attend the City Council pre-agenda meeting with the Mayor, City Attorney and department directors.
15. Supervise the process of maintaining a current list of Board and Committee information. Supervise the process of maintaining current information regarding the various boards, advertise open positions, verify applicant residency and voter registration, set up interviews for the City Council and contact applicants regarding appointments to various boards.
16. Monitor City Clerk email account for press releases, calendar updates and requests for information. Respond to these requests in a timely and efficient manner.
17. Obtain an accurate recording of the proceedings of City Council meetings, Police, and Fire Pension Board meetings and complete the minutes of those meetings in a timely and accurate manner as needed.
18. Complete quarterly reports and other reports as needed.
19. Perform certification, recording and signing of City legal documents, ordinances, resolutions and other documents as needed.
20. Research City records and respond to difficult or sensitive inquiries and complaints from citizens, vendors, state agencies, city departments and elected officials regarding FOIA requests, City Council agenda information and City records.
21. Use judgment and tact to direct visitors and callers to the appropriate division, county office, state agency, business or individual.
22. Maintain a current knowledge of City projects, services, issues and community events to provide information to callers and visitors.
23. Must be knowledgeable about State Laws regarding the duties of the City Clerk and changes to those State Laws. Basic knowledge of the laws and regulations pertaining to records management, public information, elections and general municipal administration.
24. Familiar with the document management program, record retention schedules and record destruction policy as set forth by the City Council. Assist citizens with record retrieval.
25. Utilize administrative experience and technical training to read and analyze financial data, budgets, personnel management and proper filing systems.
26. Assist City Clerk with maintaining the Policy and Procedure Manual for the City of Fayetteville.
27. Attend meetings, press releases, ribbon cuttings and bond closings in the absence of the City Clerk.
28. Compose and type letters, memoranda, correspondence and complete mass mailings for the Policemen’s Pension, Firemen’s Pension and City Clerk.
29. Monitor and maintain the department’s internet website for content and current information.
30. Provide administrative support to the City Council, Policemen’s Pension and Firemen’s Pension.
31. Perform any other duties or tasks as assigned.
Secondary Job Duties
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- Perform secondary duties as assigned.
Minimum Qualifications
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1. Bachelor’s degree from an accredited college or university in Business Administration or other related degree and three years of related experience with a minimum of two years of management experience; or high school diploma or GED and five years of related experience with a minimum of two years of management experience; or an equivalent combination of education and experience is required.
2. Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses and any offense under A.C.A. 21-15-103 and A.C.A. 21-15-111.
3. Valid driver’s license is required.
4. Notary status preferred.
5. Must be able to obtain certification as a Certified Municipal Clerk (CMC) and Certified Arkansas Municipal Clerk within five years of entry into position.
6. Effectively communicate with others orally and in writing.
7. Requires the use of tact, initiative and independent judgment in dealing with difficult citizen complaints, requests for assistance, information or service to the public. Must have the ability to respond in a professional manner to common inquiries from citizens, regulatory agencies or members of the business community.
8. Ability to read legal documents.
9. Must be able to regularly work evenings and weekends as required.
10. Must have thorough knowledge of administrative practices and procedures. Considerable skill in typing, proficient in the use of a computer and related software programs such as word processing and spreadsheet applications.
11. Should be able to perform transcription with speed and accuracy. Must be able to effectively operate standard office equipment as well as the ability to learn to operate non-standard office equipment including document and microfilm scanners.
12. Must be able to multitask and prioritize workload with frequent interruptions. Position is required to work under considerable pressure with frequent interruptions and tight deadlines to accomplish assigned responsibilities.
13. Preference given to individuals that possess the ability to write speeches and articles for publication that conform to a prescribed style and format. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
14. While performing the functions of this job, the employee is regularly required to stand, move from office location to office location. Must be able to regularly sit, stand, use hands to finger, handle, or feel, reach with hands and arms, climb ladders to retrieve boxes of documents, or balance, stoop, kneel and crouch. The employee must frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
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The City of Fayetteville is an equal employment opportunity employer.
