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Essential Functions:
- Plan, organize and manage the legislative and enterprise content management functions for the City Clerk Division.
- Recruit, hire train, recognize, promote, coach, mentor, develop, evaluate, and discipline the performance of assigned staff.
- Delegate/assign, prioritize, review, and ensure timely completion of duties of assigned staff.
- Assist in establishing and implementing the goals of the work group.
- Evaluate the legislative and enterprise management functions to improve customer service, productivity and efficiency, and assist with resolution of work-related complaints and issues that cannot be addressed by staff.
- Provide technical and policy information to the public, and meet with complainants to resolve problems and maintain positive relations.
- Perform the duties of City Clerk in his/her absence or as requested.
- Lead the development of standards and information architecture for the City's content management system; provide detailed guidance to multi-functional teams through project plans, technical documents, and other means of communicating complex technical concepts.
- Oversee and provide direction regarding operations related to the enterprise content management systems.
- Evaluate and recommend systems and software enhancements, and coordinate selection, installation, maintenance, and training of staff and City users.
- Record and take notes at City Council meetings; transcribe and edit notes; research and clarify information on topics as needed for clear and complete records of proceedings; prepare and distribute minutes including posting electronically in accordance with established procedures and timelines.
- Review, edit, produce, and distribute agenda packets for council meetings and work sessions from information provided by City departments.
- Establish and maintain records of meeting proceedings, actions taken, and any follow-up (referral) items.
- Research and respond to inquiries regarding legislation, records, Code provisions and State laws.
- Provide documentation and training to employees, elected and appointed officials on various laws, rules/regulations, policies/procedures as related to the City Clerk's function such as agenda bill preparation process, Open Public Meetings Act, Public Records Act, Roberts Rules of Order, and other internal policies and state law as requested.
- Review contracts, agreements, and other legal documents for the Mayor's signature; ensure compliance with State and local laws, policies and procedures; attest the Mayor's signature.
- Oversee preparation and posting of legal publications as required.
- Manage the coordination and monitoring of the codification process of City legislation and policies and procedures; track and index ordinances for transmittal to codifier; review codified ordinances for accuracy and distribute updated supplements of City Code as required.
- Oversee preparation of agenda and minutes of the Firefighters' Pension Board meetings; serve as back-up at meetings.
- Perform record searches for City staff and the public.
- Provide notary services.
- Remain current with relevant technological advancements as it relates to field.
- Maintain regular, reliable, and punctual attendance, including evening and weekend meetings as required.
Standard Functions:
- Manage division volunteer training and recognition program for the City's lobby/information desk volunteers, as assigned.
- Conduct bid openings. Assist departments in bid tabulation and transmittal to Council, notify bidders of bid award and additional City requirements as requested.
- Perform other duties as assigned.
- May be assigned to support critical city priorities during disasters or other emergencies.
EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:
- Bachelor's degree in Public Administration, Business Administration or related field.
- 5 years records management or enterprise management experience.
- Or 9 to 12 years of relevant education and experience.
- Two years supervisory experience.
- 2 years of municipal government experience.
- Incumbent must possess or obtain a valid Notary Public certification within two (2) months of hire.
- Municipal Clerk Certification and/or Records Management Certification preferred.
- Successful passing of a required background check.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
- Oral communication and presentation skills.
- Written communication skills, ensuring correct grammar, spelling, punctuation and vocabulary.
- Technical writing skills.
- Interpersonal skills using tact, patience, and courtesy.
- Effective, professional, and positive interactions with difficult individuals.
- Understand and follow direction given.
- Meet schedules and deadlines.
- Accurate advanced mathematical skills.
- Recordkeeping and data entry skills.
- Report preparation and distribution skills.
- Research and analytical skills.
- Decision-making skills.
- Leadership skills.
- Detail-oriented and organization skills.
- Conflict resolution and problem-solving skills.
- Ability to:
- Compose, proofread, and edit correspondence.
- Work independently.
- Negotiate viable solutions under a variety of circumstances.
- Generate complex reports.
- Operate various city equipment in meeting rooms used for Council and/or other public meetings.
- Understand and implement applicable legal requirements.
- Knowledge of:
- Open Public Meetings Act.
- Roberts Rules of Order.
- Public Disclosure Act.
- Attorney General's Model Rules.
- Microsoft Word, Excel, Outlook, and electronic agenda software.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
The following represent the physical demands that must be met to successfully perform the essential functions of this job:
- 100% of work is performed in a typical office environment and involves moving throughout the facility and community.
- Constantly operate a computer and other office equipment.
- Frequent communication with City employees and customers.
- Lift or move items weighing up to 40 pounds on occasion.
- Climb and work from step ladders.
- Noise level in the office is moderately quiet.
- Night meetings required.
Approved reasonable accommodation requests will be made to enable individuals with disabilities to perform the essential functions of the job.
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