Deputy Assistant City Recorder


This position is intended to provide a career path to the position of Assistant City Recorder.  Periodic salary increases are provided with demonstrated proficiency as described below.  Under general supervision, performs secretarial duties associated with organizing department work, processing/maintaining documentation, and providing general office support.  As directed, supports the Assistant City Recorder in the preparation and processing of meeting agendas, notices, and minutes and, requests for information to eventually acquire the requisite knowledge and experience leading to the incumbent to becoming a Certified State of Tennessee Recorder and a Certified Municipal Clerk.  Provides administrative support to the Assistant City Administrators as needed. 

General office support

  • Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
  • Respond and/or forward emails to appropriate parties.
  •   Maintain calendar of events for personnel sponsored community events.
  •  As needed, take meeting minutes, proof read and/or type correspondence for key      personnel.

 Assists the Assistant City Recorder in the Preparation of BOMA Agendas, Notices, and Minutes

  • Is proficient at utilizing electronic meeting agenda software (i.e. Board Docs, Granicus).
  • Creates and publishes official notification of public hearings
  • Reviews agenda and documentation packets; ensures accuracy of city ordinances, resolutions, and accompanying materials; ensures compliance with legal requirements and needs of Board members.
  • Oversees copying and distribution of meeting materials.
  • Attends BOMA meetings and documents approved resolutions, ordinances, and other actions. 

Assists the Assistant City Recorder in the Processing of Liquor License Applications

  • Processes liquor license applications for Board of Mayor and Aldermen approval; works with Tennessee Alcoholic Beverage Commission (ABC); and maintains a record of liquor licenses issued.
  • Notifies liquor store owners of permit renewals, ensuring no criminal records for owners through Police Department (requesting NCIC reports); prepares new renewals for Board of Mayor and Aldermen approval; mails signed renewal permits to liquor store owners.

Assists the Assistant City Recorder with Record Retention

  • Oversees City wide record retention; coordinates and provide inputs into development and maintenance of City record retention policy; ensures compliance with policy; provides guidance to other departments.
  • Receives and responds to open records requests; certifies copies as required.
  • Notarizes documents.

Distributes reports and ensures accurate record keeping


Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of a high school diploma or general education degree (GED) and one to two years of related experience and/or training; or equivalent combination of education and experience.

Required Certifications/Licenses: 

Notary Public  

EOE/Drug-free Workplace

Applications:                                                                                                 Deadline to apply: 05/20/2019

Salary $20.81 - $29.38/HR