08/18/2026
We're hiring! Come to City Hall to pick up an application. Applications due by September 1, 2026.
Job Description – Part-time Deputy Clerk / Zoning Commission Secretary
City of Grace, Population Under 1,000
Position Overview
The Deputy Clerk / Zoning Commission Secretary supports the day-to-day administrative operations of the City and provides dedicated clerical and record-keeping support to the Zoning Commission.
This position is designed for a small municipal office where staff must be flexible, collaborative, and able to manage multiple responsibilities.
The Deputy Clerk assists the City Clerk in all aspects of city administration and assumes the full duties of the City Clerk during absences, including records management, meeting preparation, public contact, licensing, and other statutory responsibilities.
Deputy City Clerk Duties
• - Assist the City Clerk with daily administrative operations, customer service, utility billing, cash receipting, licensing, permits, and record retention.
• - Prepare, post, and distribute City Council agendas, packets, and meeting notices in compliance with state and local laws.
• - Attend City Council meetings as needed and prepare accurate minutes.
• - Maintain official city records, ordinances, resolutions, contracts, and financial documents.
• - Provide counter and phone support to residents and visitors in a courteous and professional manner.
• - Manage mail, filing, document scanning, and digital record systems.
• - Serve as Acting City Clerk during absences, performing all necessary functions to ensure uninterrupted city operations.
Zoning Commission Secretary Duties
• - Prepare, post, and distribute Zoning Commission agendas, packets, and legal notices.
• - Attend Zoning Commission meetings and record clear, accurate minutes.
• - Maintain zoning applications, files, maps, ordinances, and records.
• - Receive and process zoning applications and verify completeness.
• - Communicate with applicants, residents, and staff regarding zoning requirements and processes.
• - Ensure compliance with open meeting laws, public notice requirements, and document retention rules.
• - Prepare letters of decision, correspondence, and interdepartmental communications.
• - Coordinate meeting logistics including room setup and materials.
Knowledge, Skills, and Abilities
• - Strong written and verbal communication skills.
• - High attention to detail and accuracy, especially in minutes and official records.
• - Ability to understand and apply state laws related to open meetings, elections, records retention, zoning, and administrative procedures.
• - Strong organizational and multitasking abilities suited to a small office environment.
• - Ability to maintain confidentiality and handle sensitive information appropriately.
• - Ability to keep up with ever-changing technology and learn new systems, software, and tools quickly.
• - Proficiency or willingness to learn office software, digital records systems, email platforms, spreadsheets, smart tv, laptops, and mapping tools.
• - Ability to work effectively with the public, elected officials, city staff, and developers.
Minimum Qualifications
• - High school diploma or GED required.
• - Experience in administrative, municipal, or office support roles preferred.
• - Ability to obtain Notary Public certification if required.
• - Willingness to attend training related to zoning, municipal governance, elections, or clerk duties.
• -Flexibility to step in and perform required duties as needed, sometimes with minimal advance notice.
Work Environment
• - Small municipal office with occasional evening meetings.
• - Requires extended periods of computer and desk work.
• - Role requires flexibility to assist in multiple areas of city operations.
