Description

POSITION SUMMARY

The City of Hazel Park is hiring a Deputy City Clerk. Under the general supervision of the City Clerk, this position performs specialized clerical and administrative work in maintaining official City records, administering permits and licenses, supporting voter registration and election administration, preparing meeting agendas and materials for the City Council and other boards and commissions, and processing FOIA requests. The Deputy City Clerk acts on behalf of the City Clerk in his/her absence.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepares and distributes agendas, packets, and minutes for City Council meetings; acts as Recording Secretary for the City Council and other boards and commissions in the City Clerk’s absence.
• Maintains and manages official City records and public documents; oversees records retention practices; performs certification of City documents; and records legal documents as required.
• Publishes and indexes ordinances and charter amendments; manages annual updates to the Code of Ordinances.
• Administers all licensing and permitting processes including, but not limited to, mobile vending, parades, and block parties, in accordance with applicable local, state, and federal regulations.
• Assists in all aspects of voter registration and election administration, including preparing legal notices, test decks and ballots, assembling and testing election equipment, processing absent voter ballots, and training election personnel and volunteers.
• Maintains the Qualified Voter File (QVF) and processes absentee ballot applications in compliance with Michigan election law.
• Assists with coordinating, processing, and responding to Freedom of Information Act (FOIA) requests.
• Assists with registering voters and issuing voter registration cards; maintains voter information files and processes cancellation and confirmation         notices.
• Prepares proclamations, resolutions, legal notices, correspondence, and other official documents; performs research and interprets laws, ordinances, and records.
• Performs notarial acts and serves as a Notary Public.
• Performs the duties of the City Clerk in his/her absence.
• Performs other duties as assigned.