The Deputy Town Clerk supports the efficient operation of the Town office by assisting in the administration of municipal affairs, record-keeping, and public service duties. Reporting directly to the Town Manager, the Deputy Town Clerk plays a crucial role in ensuring compliance with legal requirements, facilitating public access to information, and supporting the Town Manager in the execution of administrative responsibilities.
Essential Functions of the Job
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates the Town of Appomattox’s mission and core values.
• Assist in the administration of town affairs under the direction of the Town Manager and in accordance with local ordinances, state laws, and policies.
• Maintain and update official records, documents, and archives of the Town, ensuring accuracy and accessibility.
• Provide administrative support to the Town Manager, including scheduling, correspondence, and preparation of meeting agendas and minutes.
• Respond to inquiries from the public, town officials, and other stakeholders, providing information and assistance as needed.
• Coordinate and prepare materials for Town Council meetings, public hearings, and local elections. Some evening meetings are required.
• Interact professionally with members of the Town Council, providing timely support, documentation, and communication as needed to facilitate effective governance.
• Assist in the preparation and dissemination of public notices and announcements.
• Manage and process applications, permits, licenses, and other municipal documents.
• Support the implementation of Town policies and initiatives as directed by the Town Manager.
• Input of Employee benefit entries and changes, including new employee setup and employee benefit updates.  (Once an HR representative is hired, the Clerk will assist and back up HR for HR related functions related to benefits, and onboarding new employees.
• Regularly enter and process payments of the Virginia Retirement Systems that should be paid from employee paycheck withholdings, and the Town match.
• Entering and processing the payment of the benefit vendor’s invoices.  Regularly review benefit vendors' invoicing and audit/review billing reconciliations to ensure accurate invoices. This ensures that employee additions, changes, and terminations from retirement and employee-offered benefit plans are correct.
• Collaborate with Town departments, boards, and committees to facilitate communication and coordination of activities.
• Serve as the Town’s Freedom of Information Act (FOIA) Officer and manage FOIA compliance and responses.
• Maintain custody of the Town Seal and serve as a Notary Public for Town business.
• Provide customer service coverage during staff lunch breaks and scheduled leave.
• Serve as an administrator for the Town’s official social media accounts, including the Facebook page.
Performance Requirements (Knowledge, Skills, and Abilities)
Knowledge of:
• Municipal government operations, procedures, and legal requirements.
• State and local laws governing municipal records, meetings, and elections.
• Administrative principles and practices.
Skills in:
• Excellent organizational and time management.
• Strong written and verbal communication.
• Attention to detail and accuracy.
• Task prioritization and multi-tasking.
• Proficiency in office software such as the Microsoft Office Suite.
Ability to:
• Work independently and as part of a team.
• Handle sensitive and confidential information with discretion.
• Provide excellent customer service and maintain professional relationships.
• Learn new skills and adapt to changing priorities.
• Uphold ethical standards and integrity in public service.
Supervisory Responsibilities
• This position does not supervise staff but may coordinate with or support temporary workers or interns.
Work Environment
• Work is primarily performed in an office setting with frequent interruptions and extensive time at a computer workstation.
• May occasionally encounter stressful situations and must attend evening Town Council and committee meetings.
• Flexibility for evening and weekend work, as well as occasional overnight travel to conferences, is required.
• Must be able to interact with media representatives.
Physical Demands
• Frequent use of a computer and office equipment.
• Clear verbal and written communication required.
• Ability to sit or stand for extended periods.
• Lift or carry boxes of documents or supplies weighing up to 25 pounds.
Travel Requirements
• Local travel is expected; occasional overnight travel may be required for conferences and training.
Experience and Training Requirements
• Associate’s degree in public administration, business administration, or a related field.
• Experience in local government preferred.
• Certified Municipal Clerk (CMC) designation required within three years of hire.
• Must be a Notary Public or obtain certification shortly after employment.
• Equivalent combinations of education and experience will be considered.
Additional Eligibility Requirements
• Employment is contingent on passing criminal and credit background checks.
Work Authorization/Security Clearance Requirements
• Must be authorized to work in the United States.
• Valid Virginia driver’s license and a safe driving record required.
Other Duties
• This job description is not intended to be all-inclusive. Duties may change as needed.