CITY CLERK

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general administrative direction, plans, directs, manages, and oversees the functions, programs, and operations of the City Clerk’s Office including attendance at City Council meetings, production of City Council minutes and preservation of record of actions taken by Council, the City’s records retention, destruction, and imaging program, and the conduct of City elections; coordinates assigned activities with other departments and outside agencies; and provides highly responsible and complex administrative support to an Assistant City Manager and the City Manager.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assumes full management responsibility for all functions, programs, and operations of the City Clerk’s Office including attendance at City Council meetings, production of City Council minutes and preservation of record of actions taken by Council, performance of legal and administrative duties related to the enactment of City laws, the City’s records retention, destruction, and imaging program, and the conduct of City elections.
• Manages the development and implementation of goals, objectives, and priorities for each assigned service area in the City Clerk’s Office; recommends and administers policies and procedures.
• Establishes, within City policy, appropriate service and staffing levels; monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; allocates resources accordingly.
• Assesses and monitors work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement; directs and implements changes.
• Plans, directs, and coordinates, through subordinate level staff, the City Clerk’s Office work plan; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures; meets with key staff to identify and resolve problems.
• Supervises legal noticing, preliminary Council agenda review, and file coding prior to Council meetings; provides for processing and distribution of ordinances, resolutions, agreements, and other documentation following Council meetings; notifies departments of follow-up to be completed regarding actions taken by Council.
• Acts as custodian of official City records; oversees the management of the City-wide records management program including the offsite records storage warehouse; prepares documentation regarding the annual records destruction process; updates the retention schedule.
• Conducts municipal elections and special elections; serves as Filing Officer for campaign finance reporting; serves as liaison to the Registrar of Voters.
• Oversees the recruitment process for members of City boards and commissions; processes resignations and new appointments.
• Supervises the preparation of minutes for all board and commission meetings.
• Serves as Fair Political Practices Filing Officer; monitors Economic Statement filings for designated employees and board/commission members.
• Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
• Oversees and participates in the development and administration of the City Clerk’s Office budget; approves the forecast of funds needed for staffing, equipment, materials, and supplies; approves expenditures and implements budgetary adjustments as appropriate and necessary.
• Provides staff assistance to an Assistant City Manager and the City Manager; prepares and presents staff reports and other necessary correspondence.
• Represents the City Clerk’s Office to other departments, elected officials, and outside agencies; participates on a variety of boards, commissions, and committees; coordinates assigned activities with those of other departments and outside agencies and organizations.
• Explains, justifies, and defends department programs, policies, and activities; negotiates and resolves sensitive and controversial issues.
• Attends and participates in professional group meetings; stays abreast of new trends, innovations, and laws in the fields of records management and elections, and in the profession of City Clerk.
• Serves as primary research resource for the legislative history of the City; oversees the maintenance of extensive indexes and retrieval systems.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints; responds to subpoenas, claims against the City, and requests for public records.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operations, services, and activities of a City Clerk’s Office.
• Organization and function of City government.
• Pertinent federal, state, and local laws, codes, and regulations including election laws and procedures, Political Reform Act requirements, open meeting laws and procedures, Conflict of Interest Code reporting requirements, and Public Records Act requirements.
• Principles and practices of program development and administration.
• Principles and practices of municipal budget preparation and administration.
• Principles of supervision, training, and performance evaluation.
• Meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.
• Principles and practices of automated and manual records management, retrieval, and storage.
• Modern office procedures, methods, and equipment including computers and supporting software applications.
• English usage, spelling, grammar, syntax, punctuation, and business math.
• Principles and practices used in the development of business correspondence.

Ability to:

• Manage and direct the comprehensive programs of a City Clerk’s Office.
• Develop and administer goals, objectives, and procedures for the City Clerk’s Office.
• Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Analyze and assess programs, policies, and operational needs and make appropriate adjustments.
• Research, analyze, and evaluate new service delivery methods and techniques.
• Select, supervise, train, and evaluate staff.
• Plan, organize, direct, and coordinate the work of lower level staff.
• Delegate authority and responsibility.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Coordinate and administer local elections.
• Serve as Clerk to the City Council and ensure proper conduct of meetings.
• Oversee and administer an efficient records management system.
• Prepare clear and concise administrative and financial reports.
• Prepare and administer large and complex budgets.
• Interpret and apply applicable federal, state, and local policies, laws, and regulations.
• Provide information and organize material in compliance with laws, regulations, and policies.
• Stay abreast of new technologies used to automate systems.
• Identify and respond to sensitive community and organizational issues, concerns, and needs.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field.

Experience: Ten years of increasingly responsible administrative support experience including significant experience in a City Clerk’s Office and three years of management and administrative responsibility.

License or Certificate - Certified Municipal Clerk or Master Municipal Clerk designation is highly desirable. Possession of, or ability to obtain, an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Standard office setting. CONTINUOUS working indoors, dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Incumbents may be required to work extended hours including evenings and weekends. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates