City Clerk Specialist Ii

City Clerk Specialist II

• Hiring Salary Range: $21.71 - $24.78/hour DOE
• Department: City Clerk's Office
• Reports to: City Clerk
• FLSA Status: Non-Exempt
• Benefits Eligible: Yes
• PERSI Eligible: Yes
• Travel Required: None
• Position(s) Supervised: None
• Schedule: Generally, Monday through Friday, working hours between 8:00 am and 5:00 pm
• Visa Sponsorship: This position does not qualify for Visa Sponsorship.

• Medical
• Dental
• Vision
• PERSI Retirement Plan, with 11.96% employer contribution
• 401(k) & 457 Retirement Plans
• 11 Paid Holidays
• Paid Time Off (at least 4 weeks per year)
• Life Insurance with AD&D
• Short-Term Disability
• Long-Term Disability
• Flexible Spending Account
• Employer-Funded HRA VEBA Health Savings
• Wellness Program & Rewards
• Opportunity for student Public Service Loan Forgiveness
• Harward Recreation Center Discounts
• Other Great Benefits!

The Clerk Specialist II provides essential administrative support to the City Clerk, contributing to the smooth daily operations of the City Clerk's department. This role involves performing a range of highly responsible administrative tasks, such as supporting the preparation and distribution of agendas and minutes, as well as managing the receipt and assisting with the processing of various public records.

Employees in this position require comprehensive knowledge of municipal clerk operations, policies, and procedures, along with exceptional sensitivity, tact, discretion, and professionalism in all duties. The Clerk Specialist II stands out from other administrative roles due to its dedicated placement in the City Clerk's office and focus on specialized, high-stakes responsibilities.

Work is conducted under the general supervision of the City Clerk, with significant autonomy for independent judgment and initiative. Success in this role demands building and sustaining strong working relationships with the City Clerk, fellow city staff and officials, and members of the public. Duties are typically carried out in a standard office setting.

• Prepares and maintains official records for the City, including participating in the preparation and retention of meeting notifications, agendas, minutes, codes, and related documents; attending, recording, and providing minutes of meeting proceedings; and providing information to the public or to City employees that requires interpretation of City policies, codes, rules, or procedures.
• Prepares and coordinates the publication, posting, and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes.
• Responds to inquiries from City Council Members, City management and staff, and the general public regarding Council actions, official records and interpretation of related policies, procedures, and laws; researches, compiles, and analyzes data for special projects and reports, as needed.
• Assists the public and City staff by helping to identify records and information relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Receives claims against the City, subpoenas, and summons.
• Receives and processes passports for community citizens.
• Performs a variety of administrative support tasks such as photocopying information, answering telephone calls, and maintaining records and files.
• Records, disseminates, and files all contracts, deeds, easements, ordinances, and resolutions.
• Issues city licenses and permits based on City Code.
• Reviews all ISP background checks for business licensing.
• Provides customer service to the general public and cemetery personnel for cemetery operations.

• Assists other City Clerk staff on special projects and provides research assistance to city staff when requested.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
• Assumes responsibility for other duties as required or assigned.