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HomeMy WebLinkAbout4.D.2. City Clerk Job description 11111111111 Consent Business 4. D. 2. SHAKOPEE TO: Mayor and City Council FROM: Kris Wilson, Assistant City Administrator DATE: 08/18/2015 SUBJECT: City Clerk Job Description (F) Action Sought The Council is asked to approve the attached position description for the position of City Clerk and authorize its placement in Grade 8 of the City's Non-Union Pay Plan. Background As noted in the previous agenda item, it has been recommended that the position of City Clerk be removed from the Finance Director role and made a stand alone position within the City organization. The attached position description has been prepared to reflect the duties and required qualifications of the City Clerk, with an emphasis on record keeping, elections and licensing. Budget Impact The division of the Finance Director and City Clerk roles, and the respective salary recommendations can be accommodated within the adopted 2015 operating budget. Recommendation I recommend approval of the attached position description and placement of the position in Grade 8 of the 2015 Non-Union Pay Plan. Requested Action The Council is asked to approve the attached position description for the position of City Clerk and authorize its placement in Grade 8 of the City's Non-Union Pay Plan. Attachments: City Clerk position description City of Shakopee POSITION DESCRIPTION TITLE: City Clerk DEPARTMENT: Administration REPORTS TO: Assistant City Administrator STATUS: Full-Time, Exempt PAY GRADE: 8 APPROVED: SUMMARY Carries out the statutory functions of the position of City Clerk and oversees the administration of elections and municipal licensing. Leads and manages the City Clerk Division through the supervision of employees, delivery of assigned services and coordination with other City departments. ESSENTIAL DUTIES AND RESPONSIBILITES Serves as Clerk to the City Council and Secretary to the Economic Development Authority(EDA); ensures the recording of all meetings and official proceedings; and supervises the preparation of minutes and other official documents. Directs and manages official notification requirements for the City, ensuring that all notices, ordinances, resolutions, and other documents are posted, recorded, and published in conformance with existing federal, state and/or local laws, policies and procedures. Executes deeds, contracts, agreements, and other legal documents after ensuring they are accurate and recordable and meet the intentions of the City Council. Coordinates preparation of City Council agendas and supporting documents. Works with other City employees and the City Attorney to ensure appropriate structure and language for Council actions, resolutions and ordinances. Ensures compliance with Minnesota Data Practices Act, and state and City record retention policies. Serves as a primary contact and resource to other City departments regarding these topics. Manages the election process on behalf of the City, including the recruitment and training of election judges; designation and set-up of polling places; preparation of ballots;testing of voting machines; and reporting of results. Ensures coordination with Scott County elections staff and compliance with Minnesota election law. Oversees and administers licensing process for various City licenses, including, but not limited to, alcohol,tobacco, taxi cab and massage therapy licenses. Works with the Police Department regarding license violations and penalties. Develops and recommends policies and procedures for the management of records in the City's electronic document management system. Trains other City employees, resolves problems and recommends improvements regarding the system. Reviews, accepts or rejects, and tracks proof of insurance for license holders and contractors doing business for or on behalf of the City. Assists with public bidding processes as requested or directed, including the publishing of notices, opening of bids, and receipt and release of bonds. Provides information, explanation, and assistance to the public and other employees on a wide range of City policies and procedures. Establishes and maintains effective working relationships with other City departments and staff; works collaboratively as part of the City's management team to ensure the most effective and efficient delivery of municipal services as a whole. Prepares and recommends annual division budget to supervisor; administers adopted budget consistent with City policies and procedures. Serves as direct supervisor for all Division staff. Assigns work; provides day-to-day direction, guidance, and correction; monitors attendance and responds to time off requests, ensures appropriate training and professional development, and conducts annual performance reviews. Enforces adopted personnel policies and other HR directives as they relate to division staff. Participates in recruitment and hiring processes and resolves personnel issues and concerns in consultation with supervisor and human resources staff. Participates in external meetings, seminars and training designed to keep informed of recent trends in the field, industry best practices, new technologies and potential improvements. Represents the division at a variety of regularly scheduled and special City meetings and workshops. Keeps supervisor informed of developments within area of responsibility. Performs other related duties as apparent or assigned. KNOWLEDGE,SKILLS AND ABILITIES REQUIRED • Ability to communicate ideas and explanations clearly in English, both orally and in writing. • Ability to read, analyze, and interpret documents such as City policies, state statutes and common legal documents. • Knowledge of and ability to operate common office equipment including personal computers, scanners, fax machines and copiers. • Ability to use common Microsoft Office programs, such as Word and Excel, as well as web-based email,timesheet and agenda software. • Ability to master the City's software programs for electronic records management and creation of meeting agenda packets. • Ability to add,subtract, multiply and divide using units of American money and measurement. • Ability to apply mathematical concepts in practical problem solving situations such as fractions, percentages ratios and proportions. • Ability to accurately maintain alphabetical, numerical and statistical files and records. • Ability to write and type routine reports and correspondence,that conform to prescribed style and format. Knowledge of and ability to apply proper English, spelling, and punctuation. • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. • Ability to comprehend and communicate policies, practices and services of the City Clerk's division to elected officials,fellow City employees and members of the public. • Ability to maintain a high level of integrity and ethical performance at all times. • Ability to maintain confidentiality as required by the Minnesota Data Practice Act, use discretion relating to work material and assignments, and exercise appropriate judgment in the release or presentation of information. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to interpret an extensive variety of instructions in written, oral, diagram or schedule form. • Thorough knowledge of relevant local, state and federal laws. • Ability to establish and maintain positive, professional working relationships internally with co- workers, subordinates and supervisors and externally with representatives of a wide variety of local, state and federal agencies and organizations, as well as private entities. • Ability to work with the public in a friendly,tactful manner. • Ability to support division recommendations within a context of objective analytical data and justifiable cost. • Ability to work successfully under stress, pressure and changing conditions. Ability to evaluate situations, innovate, improvise as necessary, and adapt in a timely fashion. • Ability to assign, instruct, evaluate and prioritize the work of subordinates within the overall framework of department goals and objectives. QUALIFICATIONS Minimum Qualifications Associates Degree in business administration or closely related field plus five years of municipal administrative experience, or equivalent combination of education and experience. Completion of Minnesota Municipal Clerk's Institute program within the first three years of employment. Desirable Qualifications Supervisory Experience. Fluency in a second language, in addition to English,that has a recognized presence in the community(Spanish, Russian, Hmong, etc.) PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office; use hands to finger, handle or feel objects,tools or controls; and reach with hands and arms. The employees is required to speak, hear and see in order to share information, receive instructions, and complete tasks using a computer screen.The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern, climate-controlled office building, with moderate levels of noise generated by conversations, phones and other office equipment.