City ClerkCITY aF
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MINNESOTA
Position Description
Position:
Reports to:
Supervises:
FLSA Status:
Pay Grade:
Date Approved:
City Clerk
City Administrator
Special Licensing Clerk
Exempt
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December 9, 2013
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, performs related duties as required.
Supervision Received: Works under the supervision of the City Administrator.
Supervision Exercised: Special Licensing Clerk.
MAJOR JOB FUNCTIONS
1. City Meetings:
a. Attend all City Council and Planning Commission meetings; attend 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 preparation and management of resolutions
d. Notice meetings as required
e. Publish ordinances and public hearings
f. Obtain signatures on official documents and transmit as appropriate
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2. Maintain Official City Records:
a. Maintain minute, ordinance, resolution, and City code books
b. 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. Establish and maintain a filing system for City administrative records
including active and inactive files
d. Serve as custodian of official records including all meeting minutes,
ordinances, codes, resolutions, agreements, contracts, deeds, and plats
e. Maintain electronic copy of official records and oversee administration of
electronic file system
f. Serves as City's data practices representative
g. Advise staff and officials on release of documents and records under the data
practices act
3. Elections:
a. Coordinate, administer, and manage all local elections as required bylaw
b. Hire and train 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
tracking and reporting project/program costs
4. Licenses:
a. Conducts and oversees City license review and issuance processes
b. Ensures all local and State requirements are met
c. Oversees nuisance code enforcement and coordinates work with the City
Planner/Zoning Administrator
S. 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, improvement, and special
assessment projects
i. Determines parties to notify
ii. Publishes 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. 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. Assign works and ensures that it is done accurately and timely
f. Interview and recommend staff
7. Budget:
a. Prepare draft budget and supporting documentation for the election and
administration departments
b. Manage budget to ensure expenditures are within approved budget
c. Follow all purchasing policies
8. Communications:
a. Maintain City website
i. Recommend changes and enhancements to the website
ii. Control content posted to website
iii. Keep website up-to-date with notices, agendas, meeting schedules,
and other pertinent City information
b. Assist with other communications as requested
c. Manage voice mail and phone system
9. 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
10. Other:
a. Follow all safety procedures
b. Provide exceptional customer service to residents, developers, elected and
appointed officials
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
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 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 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 work both independently and as part of a team.
• Ability to plan, prioritize and organize the department's work.
• Strong sense of honesty, integrity, and credibility
MINIMUM QUALIFICATIONS
1. Five years of municipal experience in an comparable government position with
experience in running elections
2. Five years of supervisory experience
3. High school graduation diploma
4. Valid Minnesota driver's license
PREFERRED QUALIFICATIONS
S. Completion of the Minnesota Municipal Clerks Institute
6. Designation as a Certified Municipal Clerk by IIMC
7. Post -secondary certificate or degree in office administration, business, or position
related degree
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PHYSICAL DEMANDS
Must be able to sit for long periods of time and manipulate objects using fine motor skills
for extended periods. Must have ability to bend, stoop, push, pull, and reach periodically.
Note: This job description does not constitute a contract or employment agreement.
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