What are the responsibilities and job description for the City Clerk position at City of Caldwell (ID)?
JOB
***Start date for this position is on or around May 1, 2025***Directs and manages the programs, records, and activities of the City Clerk’s Office; attends, records, and transcribes the minutes of council meetings and the Urban Renewal Agency; oversees and manages the staff and operations at Canyon Hill Cemetery; develops annual budgets and monitors expenditures.The principal function of an employee in this class is to plan, organize, manage, and conduct official administrative support tasks for the Mayor and City Council and provide oversight to Canyon Hill Cemetery. The work is performed under the general direction and supervision of the Mayor, subject to directives and inquiries from the City Council, but extensive leeway is granted for the exercise of independent judgment and initiative. This is an appointed position serving at the pleasure of the Mayor and City Council. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with city officials, employees, business owners, government agencies, and the general public. The principal tasks of this class are performed in a general office environment.
EXAMPLE OF DUTIES
Plans, organizes and manages the projects and activities of the City Clerk’s Office and staff.Manages the staff, work, projects, and operations at the Cemetery.Assigns and reviews work; handles complaints, and personnel issues. Comprehensive knowledge of office administration principles and practices, including planning, budgeting and public administration.Prepares and manages an annual budget for the City Clerk's Office and Canyon Hill Cemetery. Provides administrative support to the City Council’s ordinance, resolution, contracts, and public meeting activities.Develops and maintains policies and procedures for city-wide records management.Manages custody and legislative history of ordinances, resolutions, contracts, and other official documents and permanent records of the City.Develops and delivers reports and presentations to the City Council and public groups concerning policies, projects, and City licensing issues.Explains specifications, negotiated contracts, and the monitoring of activities of commercial businesses involved in the department’s licensing process.Reviews and analyzes methods, equipment used, and performance to find ways of increasing effectiveness, improving results, or effecting economies in operation and administrative support activities.Researches and responds to public inquiries concerning Council activities and policies.Coordinates City department data and information collection for formal and informal agenda activities.Takes minutes at regularly scheduled and special City Council and Urban Renewal Agency meetings and prepares transcription of all meetings.Manages receipt, preparation, and retention of all official public documents, bids, bonds, and special assessments.Serves as department spokesperson and news media liaison.Performs all work duties and activities in accordance with City policies, procedures, and safety practices.Publishes reports, ordinances, and legal notices.Ensures the recording of City records and documents.Directs and distributes updates to the City Code.Directs the conduct of municipal elections, in accordance with state and local laws.Attests to the Mayor’s signature on official documents and administers official oaths.Serves on committees as assigned by the Mayor and Council.Coordinates special presentations, events, grants, and award submittals as requested by the Mayor and Council.Serves as the ADA/Title VI Coordinator for the City. Forwards incoming information to the appropriate source, including members of the Council or City departments as required by the specific nature of the inquiry.Provides clerical and administrative support to City staff as required.Serves as the Risk Manager for the City. Processes tort claims against the City of Caldwell, insurance claims for public property, and restitution claims for public property damages filed against the City.Coordinates surplus property according to City policy and federal and state laws.Coordinates the issuance of legal documents associated with the cemetery.Develops City programs that cooperate with community groups to enhance direct citizen concerns.Research congressional and legislative issues as requested by the Mayor or Council.Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new and improved ways of addressing such problems.Attends approved meetings, conferences, workshops, training sessions, and reviews publications and audio-visual materials to remain current on the principles, practices, and new developments in assigned work areas.Responds to all questions and comments in a courteous and timely manner.Communicates and coordinates with others to maximize the effectiveness and efficiency of interdepartmental operations and activities.Respects the opinion of others and maintains a positive and professional working relationship with employees, supervisors, and others.Performs other related duties as assigned.
***Start date for this position is on or around May 1, 2025***Directs and manages the programs, records, and activities of the City Clerk’s Office; attends, records, and transcribes the minutes of council meetings and the Urban Renewal Agency; oversees and manages the staff and operations at Canyon Hill Cemetery; develops annual budgets and monitors expenditures.The principal function of an employee in this class is to plan, organize, manage, and conduct official administrative support tasks for the Mayor and City Council and provide oversight to Canyon Hill Cemetery. The work is performed under the general direction and supervision of the Mayor, subject to directives and inquiries from the City Council, but extensive leeway is granted for the exercise of independent judgment and initiative. This is an appointed position serving at the pleasure of the Mayor and City Council. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with city officials, employees, business owners, government agencies, and the general public. The principal tasks of this class are performed in a general office environment.
EXAMPLE OF DUTIES
Plans, organizes and manages the projects and activities of the City Clerk’s Office and staff.Manages the staff, work, projects, and operations at the Cemetery.Assigns and reviews work; handles complaints, and personnel issues. Comprehensive knowledge of office administration principles and practices, including planning, budgeting and public administration.Prepares and manages an annual budget for the City Clerk's Office and Canyon Hill Cemetery. Provides administrative support to the City Council’s ordinance, resolution, contracts, and public meeting activities.Develops and maintains policies and procedures for city-wide records management.Manages custody and legislative history of ordinances, resolutions, contracts, and other official documents and permanent records of the City.Develops and delivers reports and presentations to the City Council and public groups concerning policies, projects, and City licensing issues.Explains specifications, negotiated contracts, and the monitoring of activities of commercial businesses involved in the department’s licensing process.Reviews and analyzes methods, equipment used, and performance to find ways of increasing effectiveness, improving results, or effecting economies in operation and administrative support activities.Researches and responds to public inquiries concerning Council activities and policies.Coordinates City department data and information collection for formal and informal agenda activities.Takes minutes at regularly scheduled and special City Council and Urban Renewal Agency meetings and prepares transcription of all meetings.Manages receipt, preparation, and retention of all official public documents, bids, bonds, and special assessments.Serves as department spokesperson and news media liaison.Performs all work duties and activities in accordance with City policies, procedures, and safety practices.Publishes reports, ordinances, and legal notices.Ensures the recording of City records and documents.Directs and distributes updates to the City Code.Directs the conduct of municipal elections, in accordance with state and local laws.Attests to the Mayor’s signature on official documents and administers official oaths.Serves on committees as assigned by the Mayor and Council.Coordinates special presentations, events, grants, and award submittals as requested by the Mayor and Council.Serves as the ADA/Title VI Coordinator for the City. Forwards incoming information to the appropriate source, including members of the Council or City departments as required by the specific nature of the inquiry.Provides clerical and administrative support to City staff as required.Serves as the Risk Manager for the City. Processes tort claims against the City of Caldwell, insurance claims for public property, and restitution claims for public property damages filed against the City.Coordinates surplus property according to City policy and federal and state laws.Coordinates the issuance of legal documents associated with the cemetery.Develops City programs that cooperate with community groups to enhance direct citizen concerns.Research congressional and legislative issues as requested by the Mayor or Council.Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new and improved ways of addressing such problems.Attends approved meetings, conferences, workshops, training sessions, and reviews publications and audio-visual materials to remain current on the principles, practices, and new developments in assigned work areas.Responds to all questions and comments in a courteous and timely manner.Communicates and coordinates with others to maximize the effectiveness and efficiency of interdepartmental operations and activities.Respects the opinion of others and maintains a positive and professional working relationship with employees, supervisors, and others.Performs other related duties as assigned.
