Assistant City Clerk
GENERAL
PURPOSE
Under general direction from the City Clerk, plans,
organizes, directs, supervises and evaluates day to day
operations of the City Clerk’s Office to include areas of
elections, Council Support and legislative administration,
and records management. Supervises the support staff of the
City Clerk’s office. Serves as the acting City Clerk as
required.
DISTINGUISHING CHARACTERISTICS
Incumbents in this class are responsible for
supervising and participating in the activities and
operations of the City Clerk’s office. Incumbents in this
class have full supervisory responsibilities for support
staff and are responsible for a broad scope of work
requiring a high degree of independent judgment and
discretion, complex problem solving, and broad professional
knowledge and experience
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as
illustrations of the various types of work that may be
performed. The omission of specific statements of duties
does not exclude them from the position if the work is
similar, related or a logical assignment to this class.
Elections
Assists the City Clerk in the planning and conduct of all
municipal elections; Assists citizens with voter
registration and early balloting. Manages Campaign Finance
Administration/Candidate programs within the City Clerk’s
Office. Ensures compliance with standard operating
procedures, federal regulations, state regulations, and
other and other state and local guidelines. Directs and
coordinates staff responses to general questions from
Citizens and other government entities, to include reviewing
campaign finance legislation for potential impact, providing
candidate/campaign finance updates to citizens and media,
Mayor, Council, & other relevant parties. Responds to
requests from the Mayor, members of Council and Council
Assistants for various research projects and assignments;
drafts recommendations and reports. Produces and/or reviews
manual updates, statistical reports, budget reports,
election statistics, City Council reports, proposals for
City Council consideration, and various other correspondence
in order to provide information about City Council
actions/decisions; gives instruction and provides updates to
the City Code book.
Admin/Council Support/Records
Supervises the preparation of notices and agendas for City
Council meetings; Responsible for the timely and accurate
preparation, posting, dissemination and presentation to City
Council of documentation relevant to Council business &
Committee meetings; Ensures distribution to appropriate
personnel and the public. Reviews and edits all written
materials that will serve as the City’s official record.
Represents the City Clerk at task force, board and committee
meetings, and in the City Clerks absence at City Council
Meetings. Assists the City Clerk in meeting all legal
requirements of the City Clerk’s office; Serves as Liaison
to the Council Subcommittee on Boards and Commissions
Appointments; coordinates timely and accurate updating of
appointments and oaths of office for the Mayor’s Boards and
Commissions. Supervises, coordinates, directs and maintains
the City’s records management program and Records Retention
Schedules to ensure Retention Schedules are up-to-date and
incompliance with Federal, State and municipal requirements.
Supervision
Plans, organizes, controls, integrates, schedules and
evaluates the work of assigned staff; establishes
performance requirements and personal development targets;
supervises and participates in developing, implementing and
evaluating plans, work processes, systems and procedures to
achieve annual goals, objectives and work standards;
regularly monitors performance and provides coaching for
performance improvement and development; subject to
management concurrence, takes disciplinary action to address
performance deficiencies, in accordance with City personnel
rules and policies.
General
(Dept.)
Develops, plans and implements various goals and objectives
in support of the department and City-wide goals and
objectives. Responsible for providing input and preparing
related portions of the office budget and preparing written
supplemental budget requests for review by the City Clerk.
Monitors budgets, reviews purchase requisitions and ensures
they are authorized. Responds to complex inquiries requiring
interpretation of policies, procedures, precedents, rules
and regulations and federal, state and local laws as
applicable to the operation of the City. Assumes full
responsibility of the City Clerk, including attending
meetings and assuming the role of the City Clerk during the
meeting, as required. Responsible for implementing new
procedures and/or modifications to existing software
programs;
REQUIRED QUALIFICATIONS
Bachelor degree in Business or Public Administration
supplemented by additional specialized training and course
work related to the conduct of elections, business, law,
human relations or management, and three years of
increasingly responsible administrative experience; or an
equivalent combination of training and experience.
Ability
to obtain Certified Municipal Clerk designation and
Certified Municipal Elections Official designation within
three years.
DESIRED QUALIFICATIONS
Certification as a Notary Public.
Two years experience in a lead or supervisory
capacity. Experience working with software related to
requirements of position.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are
representative of those that must be met by employees to
successfully perform the essential functions of this class.
Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees
are frequently required to sit; talk or hear, both in person
and by telephone; use hands to finger, handle, feel or
operate standard office equipment; and reach with hands and
arms. The employee may regularly be required to walk or
stand and to occasionally lift up to 10 pounds.
Specific vision abilities required by this job include close
vision, distance vision, depth perception, color vision, and
the ability to adjust focus.
Mental
Demands
While performing the duties of this class, employees
are regularly required to use written and oral communication
skills; read and interpret data, information and documents;
analyze and solve complex problems; use math and
mathematical reasoning; perform work under changing,
intensive deadlines on multiple concurrent tasks; work with
constant interruptions; interact with staff and the public.
WORK ENVIRONMENT
The work environment characteristics
described here are representative of those an employee
encounters while performing the essential functions of this
class. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
functions. The employee works under typical office
conditions; the noise level is usually quiet.
FLSA STATUS: EXEMPT
REVISED: 08/05
DURING THE SELECTION PROCESS, ANY
APPLICANT REQUIRING ACCOMMODATION FOR A DISABILITY SHOULD ADVISE THE HUMAN RESOURCES
DEPARTMENT.
Employment Hotline (Voice Only):
623-773-7105
Human Resources (Voice/TDD): 623-773-7100
EOE M/F/D/V
AN EQUAL OPPORTUNITY EMPLOYER
OPORTUNIDAD DE EMPLEO CON DERECHOS IGUALES
8401 West Monroe St, Suite 110 v Peoria
Arizona 85345 v (623) 773-7100 v Fax (623) 773-7141 |
