Description

SUMMARY: The City Clerk serves as an officer of the City in accordance with the City Charter and performs highly responsible administrative work coordinating the various functions that oversee the official business of the City. Work involves statutory compliance, recording the actions and maintaining the official records of the city and the City Council, conducting elections and providing support services to City Council, the City Manager and the public. 

ESSENTIAL DUTIES and RESPONSIBILITIES: These examples are illustrative and are not intended to be all inclusive. Other duties may be assigned as necessary.

• Administers the City’s records management program and coordinates the logging, filing, and digitizing of municipal records and files; oversees the preparation of documents for storage and disposition; ensures the safekeeping of records in compliance with applicable laws, City policies, and the ability to retrieve documents as needed. 
• Prepares and distributes agenda packets for City Council meetings. 
• Attends all City Council meetings; records, prepares, and edits meeting minutes; maintains electronic and hard copy distribution of meeting packet and documents approved by City Council, including supporting documents for agenda items.
• Conducts and supervises elections, hires and trains election workers, remains up to date with election laws and procedures, and maintains and secures election materials.  
• Processes and maintains voter registration records.  
• Processes and transmits all contracts, resolutions, ordinances, etc.
• Provides administrative support to the City Council and City Manager. 
• Retrieves information requested to fulfill public records requests, as necessary, in addition to information requested by City officials and staff. 
• Serves as the custodian and protects the integrity of the City Seal. Administers oaths, takes affidavits, maintains municipal deeds, leases, contracts, agreements and other official City records.
• Prepares and/or publishes copy for placement of legal notices and advertise bids, requests for proposals and other public notices.
• Maintains cemetery records and prepares deeds.

SUPERVISORY RESPONSIBILITIES: Train and supervise the work of temporary employees (election workers).    

Requirements

MINIMUM QUALIFICATIONS: An individual must be able to perform each essential duty satisfactorily. The qualifications presented below are representative of the minimum guidelines to be used in the selection process; other combinations of education and experience that provide the necessary knowledge, skills and abilities to perform the job are considered, and are ultimately subject to interpretation by the hiring official and personnel office. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience & Licensure:

• An associate’s degree in public or business administration supplemented by five (5) or more years’ progressively responsible experience in administrative services, preferably for a municipality; or an equivalent combination of education, certification, training and/or experience. 
• Valid Operator’s License and satisfactory driving record. Must be insurable by the city.  
  Bachelor’s degree in public or business administration, and previous experience as a municipal Clerk preferred.  
• Certified Municipal Clerk or Master Municipal Clerk preferred. 
• Knowledge of election equipment and QVF program preferred. 
• Notary Public certificate preferred. 

Other Knowledge, Skills and Abilities:

• Strong organizational, record-keeping, and administrative skills.
• Ability to maintain strict confidentiality, a high degree of professionalism and neutrality.
• Extensive knowledge of office procedures and practices.
• Ability to train and supervise the work of others and to work effectively with public officials, coworkers and the public.
• Knowledge of municipal laws and government processes.
• Ability to follow written and verbal instructions.
• Proficiency with computer databases and software.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is also frequently required to stand; walk; use hands to handle or operate job related tools; reach with hands and arms. Occasionally lifting and/or moving of up to 25-pounds may be necessary.  Specific vision abilities such as close vision, distance vision, color vision and the ability to adjust focus are needed. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORKING ENVIRONMENT: Duties are performed primarily in an climate controlled office setting and sedentary in nature.   

DISCLAIMER AND CONDITONS OF EMPLOYMENT: Employment is at-will and may be terminated with or without cause or notice by the city or the employee. The City reserves the right to add or change these duties of the position at any time. Employment is subject to a comprehensive background investigation, physical examination and drug testing. Residency is required within a 20-mile radius of the geographic boundaries of the City of Cadillac within 90 days of hire.