Loading...
City Clerk (2020 DRAFT)1    Position Description Position: City Clerk FLSA Status: Exempt Pay Grade: 11 Approved: May 29, 2018DRAFT DESCRIPTION OF WORK General Statement of Duties: Performs highly skilled administrative and staff support work for the City Council and City Administrator; records Council and Commission meeting minutes, maintains official City Records, administers elections, processes licenses and nuisance codes, manages City communication methods, and performs related duties as required. Immediate Supervisor: City Administrator Supervises: Human Resource Generalist/Deputy Clerk MAJOR JOB FUNCTIONS 1. City Meetings: a. Attend City Council, and Advisory Commission meetings; attend, and other City meetings as requested i. Record meetings as required ii. Prepare meeting minutes b. Prepare draft agenda and assemble agenda material after review by the City Administrator c. Assist in preparationPreparation and management of resolutions d. Notice meetings as required e. Publish ordinances and public hearings as required f. Obtain signatures on official documents and transmit as appropriate f. Prepare agendas, meeting packets and record minutes for Administrative and Public Works Subcommittee meetings 2. Advisory Commissions: a. Coordinate collection of materials, assemble packets and distribute meeting 2    agenda and packets to respective Commission members b. Coordinate a process for applications, interviews, appointments and orientation of Commission members upon completion of terms or vacancies c. Coordinate the annual Commissioner appreciation dinner d. Coordinate with the Finance Department and Human Resources for submission of annual payroll for Commissioners 2.3. Maintain Official City Records: a. Develop and maintain a complete City Directory including elected and appointed officials and City staff a.b. Maintain minute, ordinance, resolution, and City code books b.c. Develop, maintain, and oversee a citywide records retention and management system including policies, procedures, and retention schedule in accordance with state laws and guidelines c.d. Establish and maintain a filing system for City administrative records including active and inactive files d.e. Serve as custodian of official records including all meeting minutes, ordinances, codes, resolutions, agreements, contracts, deeds, and plats e.f. Maintain electronic copy of official records and oversee administration of electronic file system f.g. Serves as City’s data practices representative for compliance with the Minnesota Data Practices Act and responds to respective requests h. Advise staff and officials on release of documents and records under the data practices act i. Obtain signatures, prepare and execute recordings on official documents and transmit as appropriate g.j. Maintains and secures the official seal of the City 3.4. Elections: a. Serves as the City’s Election Official and administers all City elections b. Ensures all elections are conducted in accordance with state, federal and county regulations c. Conducts or directly oversees all activities related to elections including but not limited to notices, candidate filing, financial reporting forms, absentee voting, materials, equipment testing and results certification d. Coordination of identifying and scheduling polling locations a.e. Coordinate, administer, and manage all local elections as required by law b.f. Hire and train all election judges c. Accept affidavits of candidacy and financial reporting forms d. Prepare memos, correspondence, statements and other information using word processing and spreadsheet applications e. Research, analyze and report on special projects and create spreadsheets as requested f. Create financial reports as requested g. Assist other departments in creating project/program spreadsheets and 3    tracking and reporting project/program costs 4.5. Licenses: a. Conducts and oversees City license review and issuance processes excluding rental housing b. Ensures all local and State requirements are met 5.6. Administrative Support: a. Provides confidential administrative support for the City Council and City Administrator b. Draft correspondence and reports as needed c. Research records and ordinances to answer questions of the public, staff, or City Council d. Prepare written reports and make presentations to the City Council e. Prepares hearing notices for public hearings, public improvements, and special assessment projects i. Determines parties to notify ii. Publishes, mails and posts notices f. Notarizes and certifies documents g. Assists the City Administrator and City Council in other areas as directed h. Purchase office supplies; recommend and oversee office equipment lease/purchase and maintenance 6.7. Supervision: a. Perform annual performance review for all department staff b. Ensure staff is adequately trained and department is cross trained c. Recommend discipline and pay increases d. Ensure staff attends safety training and follows safety procedures e. Assigns work and ensures that it is done accurately and timely f. Interview and recommend staff 7.8. Budget and Financial: a. Prepare draft budget and supporting documentation for the administration, election and administration other departments at the request of the City Administrator b. Monitor respective budgets to ensure compliance with the adopted budget b. Manage budget to ensure expenditures are within approved budget c. Follow all purchasing policies and procedures c. 8.9. Communications: a. Maintain City website i. Draft content for inclusion on the website i.ii. Recommend changes and enhancements to the website ii.iii. Control content posted to website 4    iii.iv. Keep website up-to-date with notices, agendas, meeting schedules, project updates, and other pertinent City information b. Newsletter i. Responsible for all coordination of schedules, content, mailing lists and any other related items with the contracted printer ii. Coordinate with City staff on newsletter content iii. Draft content for inclusion in the newsletter c. Social Media and Mobile Application i. Develop messages, create content and monitor accounts b.d. Assist with other communications as requested c. Manage voice mail and phone system 9.10. Policies and Procedures: a. Review administrative support operations and recommend changes to improve efficiency and work flow b. Establish and oversee policies, procedures and practices for Administrative Department support and Election Department functions c. Monitor operations to ensure compliance with applicable laws, regulations, rules and ordinances 11. General a. Participate actively in the City’s management team b. Treat fellow employees with respect and integrity c. Promote a positive and motivating environment d. Provide exceptional customer service e. Confer with supervisor, peers, and employees to discuss and resolve issues f. Make decisions that are always in the best interest of the City g. Perform other duties and projects as assigned h. Follow all safety policies and procedures i. Follow all City policies and procedures 10. OtherGeneral: Follow all City policies and procedures a. Follow all safety policies and procedures Treat fellow employees with respect and integrity b. Provide exceptional customer service to residents, developers, elected and appointed officialsCity officials and the general public c. Make decisions that are always in the best interest of the City, its residents and businesses d. Perform other duties and projects as assigned e. Confer with supervisor, peers, and employees to discuss issues and resolve issues f. Participate actively in the City’s management team g. Promote a positive and motivating environment 5    KNOWLEDGE, SKILLS AND ABILITIES  Demonstrated knowledge of City operations, ordinances, policies and procedures  Demonstrated knowledge of standard office practices, equipment, software, and procedures  Extensive applied knowledge of and experience in election laws, rules, and requirements and of running a local election  Extensive knowledge of records retention and records management  Ability to operate office equipment including a personal computer with specialized and standard office and specialized software, including website and electronic record management  Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing  Ability to establish effective working relationships and to communicate effectively, both orally and in writing, with customers, vendors, City staff, auditors and the general public  Ability to research and analyze data, search records, determine alternatives, and make recommendations or implement changes as needed  Ability to organize and prioritize the work and meet deadlines  Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation  Ability to resolve and diffuse conflicts  Ability to work both independently and as part of a team  Ability to plan, prioritize, organize and organize meet deadlines for the department’s work  Strong sense of honesty, integrity, and credibility MINIMUM QUALIFICATIONS 1. Five years of municipal experience in comparable government position with experience running elections 2. Five years of supervisory experience 3. High school graduation diploma or equivalent 4. Valid driver’s license PREFERRED QUALIFICATIONS 1. Completion of the Minnesota Municipal Clerks Institute 2. Designation as a Certified Municipal Clerk by IIMC 3. Post-secondary certificate or degree in office administration, business, or position related degree 6    NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access. PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.