City Clerk Specialist

Performs more difficult administrative and technical support functions for the City Clerk’s Office with limited supervision, focusing on a wide variety of independently performed tasks in the area of Administrative Support or Records Management.

• Answers incoming phone calls and greets walk‑in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
• Receives, processes, and accepts various contracts, extension letters, etc. both digitally and manually, inputs data into electronic databases.
• Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
• Acts as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
• Processes and verifies general financial and purchasing functions and entries using a city issued procurement card. May collect payments and fees from customers.
• Maintains electronic posting boards ensuring agendas, minutes, and the weekly Notice of Quorum is posted on behalf of the City Council and in conformance with local, state, and federal laws.
• Maintains an Arizona Public Notary Commission and is the main processor of incoming notary requests.
• Performs other related duties as assigned.

• Answers incoming phone calls and greets walk‑in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
• Manages city records by evaluating retention, archival and disposition of records; determines and implements retention requirements; communicates requirements to other departments; maintains records databases by searching and editing data and tracking records.
• Administers records management program by updating and maintaining all forms and materials; develops best practices; responds to questions and inquiries; develops and administers applicable training programs; and ensures compliance with all local, state, and federal regulations.
• Develops electronic document management system indexing standards and provides a lead role in cleaning up existing City records.
• Provides customer service by handling requests, researching data, and archiving records.
• Provides administrative support by acting as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
• Performs other related duties as assigned.

Two years of administrative support or records management experience preferably in a City Clerk Office or related field.

Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

• Departmental policies and procedures
• Record keeping practices and procedures
• Customer service procedures and techniques
• Standard office practices and procedures
• Alphabetizing and filing systems
• General bookkeeping practices and methods

• Follow oral and written instructions
• Respond to requests and inquiries tactfully and courteously
• Keep and maintain complete and accurate records and filing systems for easy retrieval of information
• Learn department programs, policies, procedures and processes sufficiently enough to convey related information to the public and other city staff
• Communicate effectively both orally and in writing
• Accurately proofread numerical and text data
• Operate a computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, email and timesheets
• Establish and maintain effective working relationships

Success Factor Classification Level - Foundational

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Required to lift and carry up to 30 lbs. regularly. Office setting.