City Clerk Job Grand Haven area,Michigan USA,Administrative/Clerical

JOB SUMMARY

Under the general supervision of the City Council, oversees elections and serves as official custodian of all City records and documents. Manages and directs staff engaged in Clerk operations. Serves as Clerk to the City Council.

ESSENTIAL DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all the following essential functions. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Supervises Clerk's Department staff. Participates in the recruitment and hire of personnel; plans, assigns and coordinates workloads; evaluates performance, and oversees training and professional development. Takes disciplinary action according to established procedures.

Develops and administers annual departmental budget and ensures that the authorized budgetary and purchasing procedures are properly carried out.

Serves as Clerk to the City Council. Oversees the preparation of agendas and packets, attends meetings, records meeting minutes, and assures legal notices are published. Assists other boards, commissions, and committees as requested.

Serves as the official custodian for the safekeeping and management of all City records and documents and the City seal. Certifies ordinances and resolutions. Administers oaths of office, and issues permits and licenses.

Oversees the administration of elections consistent with federal, state, and local laws. Conducts national, state, local, school, and special elections. Oversees voter registration and maintenance of voter registration files.

Prepares Industrial Facilities Tax Exemption Certificates for City Council consideration in cooperation with Assessing Office and the City Manager's Office. Processes special assessments, prepares petitions, and necessary resolutions with assistance of City Attorney, prepares and publishes notices and places assessments on tax roll.

Serves as Freedom of Information Officer for the City. Coordinates all Freedom of Information Act requests.

Processes insurance claims, working with claims adjuster and claimants.

Assists in planning and provides coordination for various special events.

Prepares invoices for rent or services provided by the City, collects payments and coordinates with third party collection agencies as needed.

Performs the duties of other Clerk Department staff as necessary. In this capacity may work the front desk, answer phones, process mail, and respond to public inquiries and investigate complaints.

Performs all other duties as assigned.

ESSENTIAL JOB FUNCTIONS - REQUIRED KNOWLEDGE,

SKILLS AND ABILITIES

Education

A Bachelor's Degree in business or public administration or a related degree.

Licensing / Certification

Certification as a Notary Public.
Certification as a Municipal Clerk and Municipal Finance Administrator are highly desirable.
Certification as an Elections Inspector and Election Officials State Accreditation

Experience

Five years of experience in public administration, finance, or a business office, or related setting, including some supervisory experience

General Requirements

Knowledge of the policies and procedures specific to the Clerk/Treasurer's Office.
Knowledge of the City Charter, official City policies, and the laws and ordinances governing elections, record keeping, and access to public information.
Knowledge of bookkeeping and municipal finance.
Knowledge of general office operations and clerical procedures and practices.
Knowledge and application of cash management and investment procedures, property tax laws, and banking procedures.
Considerable skill in composing letters, memoranda and reports, and establishing and maintaining records, accounts and files.
Skill in compiling data, conducting research, and…