The City of Gluckstadt is continuing to grow its staff with hiring an Executive Assistant and starting the search for a deputy city clerk.
City Clerk Lindsay Kellum said adding these additional support positions will allow the city the necessary tools to delegate tasks and streamline their internal processes more efficiently. It will help the city continue to grow by having “more boots on the ground to serve the citizens and problem-solve.”
“I am looking forward to having these individuals on board to not only provide support and alleviate some pressure off current department heads, but also to bring new ideas to the table and additional motivation to accomplish city goals,” Kellum said. “We are grateful to the Mayor and Board for allowing us to move forward with the hiring of these positions at this time. We believe this is just one more step to being a fully functioning city.”
Janet Brooks has been hired as the Executive Assistant. She had her first day with the city on Monday, April 18. Kellum said she was offered the position after reviewing many resumes and conducting multiple rounds of interviews. The board voted unanimously to hire Brooks.
“Her resume stood out in the pack and, when she was brought in for an in-person interview, she shined,” Kellum said. “She is a smart and highly motivated individual, but what struck me about Janet is that she is warm, kind, and personable. She is as genuine as they come, and I know she will go above and beyond to assist the city’s citizens and staff. I am confident that she will excel in this role and serve as a valuable asset to the city. We are looking forward to bringing her on board.”
Janet comes to the city with a lengthy career in public service. She has been formerly employed with the Public Service Commission, the Department of Education, and the Attorney General’s Office. She will serve as general administrative support to the Gluckstadt City Administration, which presently includes every department.
Her responsibilities will include answering telephones; greeting the public and assisting with general inquiries at city hall; filing and records maintenance; data entry, reports and database maintenance; assisting with preparation for Mayor and board of aldermen meetings; participation in implementation and training of the new software system; and routinely updating the city’s public website, app and social media.
She will also serve as administrative support for the building department and police department in a limited capacity. She will assist with permitting; data entry, reports and database maintenance; drafting correspondence; special projects; and preparation for planning and zoning meetings, as well as other functions.
“In the beginning, the Executive Assistant will wear many different hats and assist all departments with a wide range of daily clerical operations, until individual departments are fully staffed,” Kellum said.
In addition to the new hire of Brooks, Kellum is searching for a Deputy Clerk who will double as a Municipal Court Clerk when the time comes. Under the supervision of Kellum, the deputy city clerk will assist her in managing day-to-day operations of the city clerk’s Office. The individual will serve as the right hand to the city clerk. The duties of the Deputy Clerk are as follows:
Performs Complex Clerical Work Related to Daily Operations of the City Administration
Assists the Public with Inquiries of the city clerk’s Office
Registers Voters and Assists with Conducting Municipal Elections
Serves as the Public Records Officer for the City
Serves as Property Officer for the City (Managing Fixed Assets)
Issues Business / Privilege Licenses & Maintains Database of City Businesses
Participates in Drafting /Applying for Grants and Administration of Grant Funding
Participation and Management of Accounts Payable, Accounts Receivable, Cashiering, Procurement; Fiscal Records Maintenance
Participates in Development of Annual Budget
Assists with Internal Controls and Internal Auditing Functions
Participates in Limited Human Resource Functions, As Needed
Filing and Records Maintenance
Data Entry, Reports and Database Maintenance
Participation in Implementation / Training on New Software System
Assists with Preparation for Monthly Meetings of the Mayor and board of aldermen & Attendance at Meetings, As Needed
Represents the city clerk’s Office at Meetings and Events in city clerk’s Absence
Participates in Certification and Continual Education Opportunities (CDMC Program)
Knowledge of Federal, State and Municipal Laws & Authorities; Ensuring City Compliance
“It is anticipated, especially as we develop a Municipal Court System, that the deputy city clerk may also split time between the city clerk’s Office and serving the Municipal Court in an administrative capacity,” Kellum said. “As the city fleshes out this department and the kind of workload it will produce, the board may consider looking at additional hiring based on the needs of the city at that time.”
Kellum said she is looking for an individual that is driven, can multi-task, and prioritize their time efficiently. This individual must be highly organized and keep a cool head under pressure. Kellum said she is searching for a self-sufficient leader who can be flexible and team-oriented. She must be able to depend on and trust the help of this individual to complete the city’s to do list and goals.
“This individual will serve as a valuable liaison between the city clerk’s office, the public, city departments and the Mayor and Board,” Kellum said. “Therefore, the Deputy Clerk also needs to be personable, have considerable patience and be able to give themselves some grace when they are being pulled in different directions. Some days, it is just like that in this job – finding balance can be challenging. I expect this individual will hit the ground running as we all have, but they will also have resources and a strong support system in myself, city staff and our Board. During this transitionary period, the ability to function as a team and communicate is of the utmost importance.”
Kellum’s goal is to bring a candidate for Deputy Clerk to the Mayor and board of aldermen by May 10 at the next board meeting for hire.
“If we must wait until the June meeting for this item, it will not be the end of the world,” Kellum said. “I want to ensure that I am vetting candidates properly and taking some time to give resumes thorough consideration in order to find the perfect fit for this particular role within the City’s Clerk’s Office.”
Kellum said, as a new city, there are a lot of unknowns with a big learning curve. Everything is a “first” for Guckstadt. She said all they can do is continue to give their best and take everything in stride.
“As the old saying goes, ‘Rome was not built in a day,’” Kellum said. “It takes time to create something great and, with persistence and the exceptional leadership of the Mayor and Board, we will get there. There will be hiccups and challenges along the way and many growing pains, but, with the right team in place, we remain faithful that we will build a community where people will want to put down roots, raise their kids and will take pride in their city. We continue to work towards those goals on behalf of our citizens and business owners.”
