City Clerk Job Description

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CHARACTERISTICS OF THE CLASS

Under the administrative direction of the City Manager, this charter officer is custodian of all City records.  The City Clerk is also responsible to attest and countersign all contracts, bonds, and other legal documents, for the conduct of City elections, for the direction and supervision of the activities of the City Clerk's Department, which includes the records office, and the supervision of a variety of other responsible City services.  Work with and assist City boards.  Work is performed with considerable independence.  Performs other work as required by the City Council and City Manager.

EXAMPLES OF DUTIES

A.  ESSENTIAL FUNCTIONS

Attends all meetings of the City Council; records and prepares City Council meeting minutes.

Serves as custodian of all City records; responds to and processes public records requests; coordinates codification of City ordinances, and makes recommendations to City Manager and City Council for revisions to ordinances.

Maintains custody of the City seal; prepares policies and maintains the administrative policies and procedures manual; serves as Financial Disclosure Coordinator for the City; provides clerical support to Mayor and Council members.

Superintends the special activity permitting process established in City Code.

Supervises and coordinates all City elections, qualifies candidates, reviews candidates’ financial election reports, and reports to Mayor and Council members and appropriate county and state officials.  Coordinates orientation of newly elected officials. 

Provides support for City Boards by processing vacancies, conducting orientation of new members, and reviewing City policies and procedures with regard to same.

Drafts advertisements and legal notices in accordance with state law and City Code.

Supervises the operation of the City Clerk's office, including drafting correspondence, attesting contracts and agreements, recording documents with the Brevard County Clerk of Circuit Court, conducting research, providing document imaging and records retrieval, and maintaining the off-site records storage facility.

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Associate's degree or Certified Municipal Clerk (CMC), or the ability to obtain such certification within five (5) years, supplemented by three (3) years of increasingly responsible work involving general office management, business and financial skills, and professional training and development opportunities such as those approved by the International Institute of Municipal Clerks (IIMC), Florida Governmental Officers Association (FGOA), Florida Association of City Clerks (FACC), and Florida Institute of Government (FIG), or an equivalent combination of training, education and experience.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Skilled in knowledge of organization, function, and activities of municipal government.

Knowledge of applicable state and federal laws regarding records retention.
 
Knowledge of state and local election laws and ability to interpret such.

Knowledge of current principles and practices of office procedures and management.

Knowledge of municipal codes and ordinances.

Ability to write resolutions, ordinances, and other legal documents.

Ability to coordinate a wide range of activities and programs.

Ability to file and retrieve information within a formalized information management system.

Ability to comprehend computer programs and word processing.

Ability to establish and maintain effective working relationships with City Council, City staff, City employees, and general public.

Skill in administration and supervision of office staff and programs.

Ability to work regularly scheduled hours as well as additional meetings outside of regular working hours.

Ability to operate typical office equipment.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak, and understand conversation in English in various tones of voice.

Ability to see and read letters, numbers, words, characters, or symbols, as well as identify colors.

Ability to print and draw letters, numbers, words, characters, and symbols which are legible and understood by others.

Ability to operate automobile; load or unload vehicle with objects weighing no more than 10 pounds.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 8 hours consecutively. 
 
Ability to walk up and down stairs.

Ability to lift, carry, push, or pull items which weigh up to 15 pounds.

Ability to carry items for a distance which ranges from 10 feet to no more than 300 yards.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to lift items (weighing less than 15 pounds) up to or down from waist height.
 
Ability to learn complex tasks and remember how to complete tasks without assistance once trained. Ability to work in undesirable conditions including poor ventilation, small or partially enclosed area, smoke, dust, hot and cold; around equipment which may emanate microwaves, generate static electricity, or generate constant noise.

Ability to effectively work under pressure/stress with extreme accuracy.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION.  WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY.  THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date – 7/11/16