City Clerk

The City Clerk is responsible for overseeing and coordinating administrative, technical, and clerical functions within City Administration. This role includes maintaining official City records, managing licensing processes, supporting elections, and providing complex administrative support to City leadership. The City Clerk ensures compliance with applicable laws and policies while facilitating transparent and efficient municipal operations.  

Supervision Received: City Administrator  
Supervision Exercised:  None. 
FLSA Status:  Non-Exempt. 

Essential Job Functions:

1. Assume responsibility for all services and activities of the City Clerk’s office, including preparation and recording of the activities and decisions of the City Commission and codification and maintenance of official City records. 
2. Administer business licensing, including permits for alcohol, tobacco, taxis, and other required services, and ensure compliance with renewal processes and state regulations.
3. Perform customer service duties.  Greet visitors and provide guidance and directions to those entering City Hall; furnish the public with non-technical information as needed.  
4. Coordinate and oversee all aspects of municipal elections in collaboration with Williams County, ensuring compliance with state and local election laws. Responsibilities include, but are not limited to, petition processing and ballot preparation.
5. Assist in the preparation of City Commission and Board agendas, coordinate meeting logistics, and transcribe meeting minutes. 
6. Process official City documents, including resolutions, ordinances, and agreements requiring signatures and formal recording.
7. Prepare and publish legal notices, such as public hearings, bid requests, and ordinances.
8. Facilitate public requests related to records, parking permits, special events, and gaming licenses.
9. Address customer inquiries and complaints, explaining procedures, policies, and regulations as necessary.
10. Serve as the records custodian by managing records retention, in accordance with state-mandated policies, ensuring proper filing and archiving of city documents.  
11. Maintain and update city directories, board member listings, and public calendars for meetings and events. 
12. Attend evening meetings as required. 
13. Perform all work duties and activities in accordance with City policies and procedures.  
14. Perform other related duties as assigned by supervisor and other administration as required.  

Knowledge Required:

1. The ability to pay attention to detail and maintain a high degree of accuracy. 
2. Knowledge of relevant federal and state laws, City ordinances, and department policies and procedures. 
3. Proficiency in office technology, software applications, and record management systems. 
4. Ability to prioritize tasks, solve problems, and manage multiple responsibilities effectively.
5. Strong interpersonal and communication skills, both written and verbal.

NOTE: The functions and duties listed are intended only as illustrations of the various types of work that may be performed. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Desired Minimum Training and Experience:Thorough knowledge of business English, spelling and arithmetic. Thorough knowledge of office practices, procedures, systems and equipment. Working knowledge of the organization and functions of the government and pertinent policies, ordinances, and regulations, or ability to acquire such knowledge rapidly. Ability to plan, layout, and carry out office procedures. Ability to establish and maintain effective working relationships with other employees, city officers, city officials, and the public. 

Education and Experience:

• High School diploma or equivalent required.  Associate’s degree with major course work in public administration or a related field required.
• Minimum of two (2) years of progressively responsible experience in an office environment.  

Necessary Special Requirements:  

• Possession of or the ability to obtain a valid North Dakota driver’s license.  
• Within one year, must complete training based on a curriculum specific to the Clerk's office, approved by a statewide association representing cities. 

Equipment Used in Job Performance:Computer, computer programs such as word processing and spreadsheet software, phone, scanner, fax, and copy machine.

Physical Demands: While performing the duties of this job, the employee is frequently required to sit at a desk or table; talk or hear; use hands to finger, handle, feel or operate objects, and reach with hands and arms.  The work is typically performed in an office.  The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job; The noise level in the work environment is moderate.
The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services, and complies with the provisions of the North Dakota Human Rights Act. 

The City of Williston is an Equal Employment Opportunity/Affirmative Action Employer.

Salary : $58,000