City Clerk

GENERAL PURPOSE:  Under limited supervision, performs technical, legal and administrative duties in managing the official records of the City, maintaining the required historical municipal data, and conducting municipal elections.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Reviews and approves information packet compilation, preparation and distribution; directs the technical preparation, recordation and transcribing of proceedings during special and regular meetings and public hearings of the City Council, Boards and Commissions; attends meetings and assures completion of required follow-up on meeting action items.

• Reviews and approves meeting agendas and supporting documentation.

• Reviews and approves the official documents, adopted Resolutions, Ordinances and minutes after each meeting.

• Assures the accuracy of technical documentation files and official records.

• Manages the publication of official notices, agendas, ordinances and resolutions.

• Plans and coordinates City elections.

• Performs administrative and research functions for City Council, Boards and Commissions.

• Supervises assigned staff; prioritizes and assigns tasks and projects.

• Monitors Clerk’s Office operations, and submits recommendations for improving the work functions and processes; resolves issues relating to policies and procedures.

• Assures City records management program is in compliance with Arizona statutes.

• Coordinates communications between the City Council and other City departments; clarifies issues relating to City Council meetings and formal meeting procedures.

• Manages technical bidding processes and City contract approvals.

• Responds to requests for information; provides technical information to City staff as authorized; provides assistance to the public within scope of authority.

• Performs other duties as assigned or required. 

SUPERVISION EXERCISED: Administrative staff.

Education and Experience:
A Bachelor’s degree in Public Administration, Business Administration, or closely related field, AND five (5) year’s experience as City Clerk or Deputy City Clerk; OR an equivalent combination of education and experience. 

Special Requirements: Designation as Certified Municipal Clerk and Certified Elections Official are required, and Notary Public.Necessary Knowledge and Skills:

• Knowledge of City organization, operations, policies and procedures.
• Knowledge of Federal, state, City and county laws, statutes, and ordinances relating to City government administration and elections.
• Knowledge of principles and practices of records retention and contract management.
• Knowledge of the municipal election process.
• Knowledge of the principles of record keeping and records management.
• Skill in effectively supervising staff and delegating tasks and authority.
• Skill in interpreting and applying applicable Federal rules and regulations, and City policies and procedures.
• Skill in assessing and prioritizing multiple tasks, projects and demands.
• Skill in working under pressure of deadlines, and establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public. 
• Skill in operating a personal computer utilizing a variety of business software.
• Skill in effective oral and written communication.

Physical Demands / Work Environment:   Standard office environment. 

Salary : $123,954 - $170,697