JOB OBJECTIVES

Plan, direct, review and implement the activities and operations of the Office of the City Clerk. Coordinate assigned activities with other City departments and outside agencies. Provide highly responsible and complex administrative support to the City Manager.

SUPERVISION RECEIVED AND EXERCISED

Receive administrative direction from the City Manager. Exercise direct, technical, and functional supervision over assigned personnel.

POSITION ACCOUNTABILITIES May include, but are not limited to, the following:

Develop, plan, and implement goals and objectives; recommend and administer policies and procedures. Serve as Clerk to the City Council; attend City Council meetings and record all official proceedings; supervise the preparation of minutes and other documents; direct the publication, recording, filing, indexing and safekeeping of all proceedings of the Council. Direct and supervise the preparation, organization, printing, and distribution of notices, agendas, and Council packets for City Council meetings. Record and certify ordinances and resolutions; keep the City Seal; attest all legal documents, including ordinances, resolutions, contracts, agreements, etc. Supervise and participate in the development and administration of the office budget; direct the forecast of additional funds needed for training, staffing, equipment, materials, and supplies; monitor and approve expenditures; implement mid-year adjustments. Select, train, motivate, and evaluate personnel; establish and monitor employee performance objectives; prepare and present employee performance reviews; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Serve as City Elections Official; plan and conduct periodic City elections and other legal requirements of the City Clerk’s Office in accordance with current federal, State, and municipal laws; train election staff; order and maintain election supplies and equipment. Attend agenda conferences and department head meetings. Serve as Chief Records and Information Management Officer of the City’s Records and Information Management Program. Plan, direct and implement the maintenance and/or expansion of the Information Management Program and the filing, safekeeping, and/or timely destruction of official municipal documents according to all federal, state, and municipal legal requirements. Ensure that the City’s historical documents are archived and current computer indexing of all official records is maintained in conformance with existing federal, state, and/or municipal laws, policies, procedures, or programs. Ensure that, as applicable, all notices, ordinances, resolutions, and other documents are posted, recorded, published in conformance with existing federal, state, and/or municipal laws, policies and procedures. Administer Oath of Office to elected officials. Develop and implement office systems and procedures. Assist the public and City staff by providing specific and/or general information requiring interpretation of policies, procedures, precedents, rules and regulations, including federal, state, and local laws as applicable to the operation of the City and/or the Office of the City Clerk. Coordinate the activities of the City Clerk’s Office with other City departments and outside agencies. Perform related duties, as assigned.

CRITICAL SKILLS/EXPERTISE - needed to complete position accountabilities

Knowledge of:

Applicable Federal, State, and municipal laws, procedures and regulations including those related to Open Meeting Laws, municipal elections, and records and Information management. Political reform requirements. Business English, spelling, and arithmetic. Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs. Principles and practices of records and information management profession, as it pertains to municipal government. Principles and techniques of budget development and administration. Modern office practices, procedures and computer equipment.

Ability to:

Provide information and organize material in compliance with laws, regulations, and policies. Communicate clearly and concisely, both orally and in writing, with the public and all levels of management and personnel. Maintain professional status through memberships in professional organizations, literature review, and/or specialized courses. Direct the retention/destruction of official records in accordance with applicable laws and regulations. Prepare and administer a Department budget. Select, supervise, train, and evaluate assigned personnel.

Experience and Training:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Five years of progressively responsible experience performing complex administrative office work, preferably in a City Clerk's office, three of which were in a supervisory capacity.

Training:

A Bachelor's degree in Business or Public Administration is highly desirable. An Associate’s degree in a related field is required. Additional equivalent work experience on a year for year basis may be substituted for the Bachelor’s degree; i.e., one year’s experience per one-year college, supplemented by college level course work in areas relating to election conduct, records and information management, computer science, business law, human relations, management and supervision, accounting, public or business administration.

ADDITIONAL REQUIREMENTS

Physical Requirements:

Exerting up to 20 pounds of force occasionally and 30 or more pounds of force infrequently. The use of arms and/or leg controls requires exertion of forces greater than that for sedentary work, and medium to heavy work may be involved to carry out records and information management functions; involves sitting most of the time.

Work Environment:

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

License or Certificate:

Possession of, or ability to obtain, a valid Arizona driver's license. Designation as a Certified Municipal Clerk. Ability to obtain a Certified Municipal Elections Official designation within three years of appointment, and Advanced Academy Education.

FLSA Status: Exempt

Employee Association Status: Exempt

Revised: 3/98