The Deputy Clerk/ Grant Assistance/ Office Support Specialist is responsible for providing administrative support to ensure the office runs efficiently. This multifaceted role includes clerical duties, assistance with grant management, recordkeeping, and providing support to internal and external individuals. This role also includes providing general office support to the City Administrator.
Key Responsibilities:
Deputy Clerk Duties:
- Provide support during public meetings, including preparing and maintaining official records, agendas, and minutes for board or council meetings
- Assist with elections
- Process and file official documents, resolutions, ordinances, and legal notices
- Respond to public inquiries and FOIA requests
Grant Assistance Duties:
- Assist with the preparation, submission, and tracking of grant applications
- Assist with compliance monitoring and documentation required for grant-funded projects
- Maintain records and ensure accurate tracking of deadlines
- Compile progress and financial reports for grant funders
- Coordinate with internal departments and external stakeholders on grant-related activities
Tracking and Reporting on Vendor Contracts:
- Track contract milestones and ensure payment is made according to contract terms and conditions
- Monitor vendor agreements and ensure the city is compliant with contract stipulations
Generate reports on contract status and expenditures for the City Administrator and other relevant departments
General Office and Administrative Support:
- Provide administrative support to the City Administrator, including organizing meetings, preparing reports, and handling routine correspondence
- Help maintain organized files and databases for various administrative functions
- Perform other general office tasks and special projects as assigned by the City Administrator
