City Clerk

General Statement of Duties

Performs specialized clerical and administrative work in the maintenance of official City records, issuance of licenses, registration of voters, and the conduct of the elections; and to perform related work as required.

Supervision Received

Work is performed under the general direction of the City Council.

Supervision Exercised

Supervision is exercised over clerical personnel assigned to assist.

• Attends regular and special City Council meetings. Oversees or performs an accurate recording of the proceedings. Prepares, distributes, catalogs, and files agendas, materials, minutes, and records of meetings.

• Serves as custodian of official City records and public documents. Catalogs and files all City records. Files ordinances and resolutions of the Council and oversees the codification of ordinances into the municipal code.

• Prepares and has published bids and other advertisements, and legal notices of public hearings and special meetings.

• Performs certification and recording for the City as required on legal documents and other records requiring such certification. Seals and attests by signature to ordinances, resolutions, and contracts, easements, deeds, bonds, or other documents requiring city certification.

• Serves as secretary of the Civil Service Board and Zoning Board of Appeals, and as administrative official and secretary of the Retirement Systems.

• Posts job openings, receives employment applications, tests applicants, and communicates test results to the Departments and applicants.

• Manages and supervises Department to achieve goals within available resources. Assures that assigned areas of responsibility are performed within budget. Monitors revenues and expenditures in assigned area to assure sound fiscal control. Prepares annual departmental budget request and assures effective and efficient use of budgeted funds, personnel, materials, facilities, and time.

• Plans and organizes workloads and staff assignments. Issues written and oral instructions. Trains, motivates, and evaluates assigned staff. Reviews progress and directs changes as needed. Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.

• Maintains harmony among workers and resolves grievances.

• Performs or assists subordinates in performing duties.

• Determines work procedures, prepares work schedules, and expedites workflow. Studies and standardizes procedures to improve efficiency and effectiveness of operations. Adjusts errors and manages complaints.

• Provides leadership and direction in the development of short and long range plans. Gathers, interprets, and prepares data for studies, reports, and recommendations. Prepares a variety of reports and related information for decision-making purposes or as directed by Council. Provides professional advice to City Council and Department Heads. Coordinates department activities with other departments and agencies as needed.

• Communicates or makes presentations of official plans, policies, and procedures to Council, staff, civic groups, and the general public.

• Administers the issuance of municipal licenses, including business, animal, and various regulatory licenses as assigned and in accordance with applicable City ordinances and other regulations.

• Administers oath of office to public officials.

• Registers voters and conducts elections.

• Serves as a notary public.

• Serves as Freedom of Information Act (FOIA) officer.

• Prepare Mayor's and Council Member's correspondence for signature.

• Make reservations and travel arrangements for meetings, seminars, and conventions.

• Attend seminars and workshops related to City Clerk's duties and responsibilities.

• Assists in the preparation of ordinances and resolutions as directed.

Education and Experience:

• Graduation from a college or university with a bachelor's degree in records management, business management, public administration, or a closely related field, and

• Two (2) years of related experience; or

• Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.

Necessary Knowledge, Skills and Abilities:

• Working knowledge of the principles and practices of modern public administration. Extensive knowledge of office practices and procedures. Thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure.

• Skill in operation of listed tools and equipment;

• Ability to accurately record and maintain records. Ability to establish and maintain effective working relationships with employees, other departments, officials and the public. Ability to communicate effectively verbally and in writing. Ability to plan, organize and supervise clerical workers and assigned staff.

• Must be bondable.
• Valid State Driver's License, or ability to obtain one.
• Notary public certification within six months.

Typewriter, personal computer, including word processing, spreadsheet, and data base software; mainframe computer terminal; 10-key calculator; telephone; copy machine; fax machine.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

The employee must be able to handle a medium to high level of stress as the department is required to fulfill a wide variety of job tasks within a dynamic environment and competing deadlines.

• Formal application, rating of education and experience, oral interview, and reference check. Job-related tests may be required.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.