Description
General Statement of Duties
Conducts all local, State and Federal elections; voter registration; serves as the official custodian of the city seal and all city records, documents and ordinances; Prepares agendas and packets for all Boards and Commissions; attends meetings and records minutes. The City Clerk is an Administrative Officer appointed by the City Council upon recommendation of the City Manager and reports directly to the City Manager.
Typical Job Functions
An employee in this position may be called upon to do any or all of the following job functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each typical function satisfactorily.
Hold city seal and administer oath of office.
Prepares agendas and packets for all Boards and Commissions Coordinates Council and Board meeting agendas with the City Manager, prepares electronic agenda packets, publishes meeting notices, attends meetings, records minutes, maintains permanent records of proceedings, and certifies official actions.
Attends meetings of all Boards and Commissions and records minutes
Maintains all records including contracts and ordinances in accordance with applicable State Record Retention guidelines and regulations.
o include:
Digital records
Record retention schedules
Archive management
Maintains accurate files and public records
Prepares, publishes and/or posts all public notices, including city council agendas, synopses and other board notices, public hearings, ordinances and special assessments.
FOIA Coordinator to include:
Receive FOIA requests
Coordinate departmental responses
Review exemptions
Track statutory deadlines
Maintain FOIA log
o Prepare annual reporting
Develop and administer the Clerk/Elections budget and monitor expenditures. (City Clerk and Elections).
Public Notary
Administers all elections: local, State, Federal and School, in accordance with State law.
Maintains Voter Registration, registers new voters, records changes of address, cancellations as necessary; issues voter identification cards and master cards utilizing the state-wide Qualified Voter File, Bureau of Elections compliance, Early voting, Absent voter processing, Election security, Poll book management, Electronic pollbooks.
Conducts testing of voting equipment, assigns precinct workers, trains as necessary, schedules precinct location use, set up and take down.
Oversees Absentee Counting Board and all duties associated.
Website Responsibilities
agenda posting
minutes posting
ordinance posting
election notices
legal notices
transparency requirements
Maintain certification through the Michigan Association of Municipal Clerks and participate in continuing professional education.
Coordinates appointments to boards and commissions
Maintains board member records
Maintains oaths of Office
Conflict of Interest filings
Liquor License coordination
Special assessment notices
Oversees various city programs including Appreciation Awards, Memorial Chair program.
Performs other administrative duties and special projects assigned by the City Manager.
Reports directly to the City Manager.
Customer Service
Answer resident inquiries
Assist candidates
Process licenses and permits
Provide records
Requirements
Required Knowledge, Skills, Abilities and Minimum Qualifications
The requirements listed below represent the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following:
Associates degree in business, public administration, communications or related field or equivalent training and experience preferred.
High school graduate or GED equivalent.
Minimum two years of related experience, preferably in a municipal Clerk’s Office.
Certified Municipal Clerk certification preferred, or ability to attain within 3 years.
Election Accreditation certification required.
Working knowledge of the Michigan Qualified Voter File system (QVF).
Knowledge of election laws, voter registration and records management.
Ability to train and supervise personnel and volunteers involved with elections.
Knowledge of City Charter, related ordinances, and the policies, procedures and regulations governing municipal government.
Ability to record and transcribe meeting minutes and type with accuracy.
Basic knowledge of the structure of municipal government and the functions of various departments.
Knowledge and proficiency of Microsoft Word, Excel Adobe Acrobat Pro, BS&A, Microsoft Teams, Outlook, Election Management System (E-Pollbook/QVF), Electronic agenda software, and Electronic records systems
Notary Public or willingness to attain and maintain.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with other employees, elected officials and the public.
Ability to understand and follow complex oral and written instructions, prioritize demands, and work independently.
Ability to maintain attention to detail, accuracy and consistency.
Ability to work nights to attend meetings, as necessary, and weekends to efficiently execute elections.
Knowledge of FOIA, election, record retention and appropriate laws.
Valid Michigan Driver’s License.
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others in person and on the telephone. The employee is frequently required to view and produce written and electronic documents. The employee is regularly required to sit, talk and hear, and use hands to finger, handle, or feel. In the course of election-related work, the employee is occasionally required to stand, walk, stoop, kneel, or crouch and lift and/or move the light to moderate-weight election equipment.
