City Clerk

General Definition Of Work

Plans, directs, manages, and oversees the activities and operations of the Community Engagement Department, including the Office of the City Clerk. Performs a variety of routine administrative and complex clerical duties as needed to expedite and coordinate the statutory duties related to the Office of City Clerk, including official meeting minutes, elections coordination and government records management and access.

Works under the general supervision of the Mayor.

Provides close to general supervision to departmental staff.

• Oversees City Communications Team, including the development and implementation of citywide graphics, branding materials, and other city identity items.
• Oversees special events.
• Manages approval of liquor licenses special dispenser (Special Event) permits.
• Oversees Constituent Services Division
• Oversees the City’s Mailing and Duplications Office
• Oversees Office of the Public Defender.
• Coordinates with other departments as needed to prepare materials and organizes packets for Governing Body meetings; monitors packet materials and assures timely receipt and distribution of the same; may communicate with individual’s allocated time on council agenda to confirm attendance; notifies press and advertises agenda according to legal requirements.
• Supports community engagement efforts through outreach and partnership building with residents, city officials, and other stakeholders.
• Advises City Leadership on Community Engagement issues.
• Manages appointment processes including recommendations and approvals of appointments to boards and commissions. Trains appointees on ethics trainings and maintains records. Consults and provides guidance to City Councilors and Committee Chairs.
• Maintains city records management system; catalogs and references documents and information for easy identification, location and duplication; assures compliance with state laws related to public access (GRAMA); assures proper classifications are applied to city documents and records.
• Maintains calendar; schedules and coordinates meetings and appointments; apprises managers of activity schedule showing events, activities, committee meetings, public hearings, staff meetings etc.; follows up on appointment schedules as needed to verify appointment and meeting commitments.
• Serves as custodian of City Seal; acts as notary public, attends Governing Body meeting; oversees the taking of minutes for official legislative or executive meetings of the city; records, publishes and files new ordinances and resolutions; secures and attests to signatures on official documents and contracts.
• Maintains permanent hard copy records of minutes; maintains permanent record of original documents, copies and reference books of resolutions and ordinances; administers and processes the filing and releasing of liens for the city as prescribed by state law.
• Signs off on City’s releases of liens for nuisance properties and release and claim of liens for Public Utilities Department/Water Division.
• Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
• Develops goals, documents performance, reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities.
• Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation.
• Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.
• Develops work schedules to provide adequate staff coverage and approves leave and timesheets. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion.
• Provides performance feedback and formally evaluates the work of employees.
• Conducts hiring interviews and selects candidate(s) for…