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~ ~HlLLS March 5, 2009 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions Supervised: Status: Deputy City Clerk Administration City Administrator Full-Time, Non-Exempt SUMMARY Manages the operation of the office support function for the City offices, ensures all official functions of the City are carried out effectively and according to statutory requirements, and provides executive support to the City Administrator. ESSENTIAL FUNCTIONS OF THE POSITION 1. Provides work direction to the office support staff to ensure all aspects of the office support function operate efficiently and effectively a) Ensures excellent, responsive, customer service b) Ensures all administrative processes are clear, effective, and efficient; and are robust enough to be equally effective under the high demand and workload to be generated by the TCMP development c) Ensures a strong team approach to the office support function d) Coordinates and assigns work to meet office support needs across departments 2. Manages the City's central records system to ensure complete, accurate storage and ready retrieval of information. a) Ensures that the City's record retention system and document imaging system are properly maintained and in compliance with the State of Minnesota Government Data Practices Act on behalf of the City of Arden Hills b) Ensures the permit tracking system is fully and effectively implemented, and its capabilities are used to their fullest. c) Ensures the publication and proper storage of all resolutions and ordinances d) Coordinates the on-going updating of the City Code of Ordinances e) Records City documents with the Ramsey County Recorder's Office 3. Provides executive support to the City Administrator a) Prepares presentation materials b) Prepares, distributes, and files confidential correspondence c) Develops and maintains files d) Coordinates and schedules meetings