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CITY
OF ____________________
POSITION DESCRIPTION
Title:
City Clerk
Reports to: City Council
Date: __________
POSITION PURPOSE:
To perform all of the duties of city
clerk as provided by Minnesota Statutes, so that the city’s administrative and
financial operations progress in an efficient, orderly, and lawful manner.
POSITION RESPONSIBILITIES AND
TASKS:
Responsibility 1:
Perform the statutory duties of a city clerk so that the administrative
responsibilities of the city are carried out in a prompt, efficient, and lawful
manner.
Representative
Tasks: Give notice of elections,
record election proceedings, notify officials of their appointment or election,
certify results of election to the county auditor;
Keep a minute book of
council meetings, maintain an ordinance book, act as custodian of the city’s
seal and records, sign official papers for the city, assist in issuing all
licenses and permits, sign airport leases, post and publish notices, ordinances
and resolutions as required, sit on committees as assigned by the council, and
act as Planning and Zoning Administrator;
Maintain a computer
accounting system to enter all city money transactions, receipts, and
disbursements, including Fire and Ambulance Department monies, receive, safely
keep, and invest all city monies, maintain a record of special assessments,
certify special assessments to the county auditor and assist in conducting
assessment searches and issuing building permits, balance checking accounts,
process payroll and related tax reports, assist in collecting for city utilities
and services, maintain individual ledgers on money market accounts, perform
interest calculations, correspond with other governmental units for transfer
payments (such as local government aid, property taxes, and fine money);
Prepare and submit
various government reports, prepare various city contracts and act as notary
public.
Participate in
planning for the next budget by compiling past expenditure figures, estimating
future costs, and making determinations of new budget figures, and other duties
as assigned by the city council.
Responsibility 2:
To supervise the deputy clerk so that office staff needs are met, and the city
office runs smoothly and to perform the deputy clerk duties in her/his absence.
Representative
Tasks: Establish criteria for hiring
and participate in selection process, assign tasks, orient and train new
employees, review work in progress and upon completion, conduct performance
reviews, recommend pay increases, discipline, or discharge, and handle employee
grievances at the first step.
Responsibility 3:
To maintain an awareness of constantly changing laws, rules, and regulations
governing all aspects of city administrative and financial operations, including
pay equity, grants, employment practices, bonding and special assessment
changes, budgeting requirements, election changes, and other changes, so that
the city council can be alerted to problems and the city’s operations carried
out in a lawful manner.
Representative
Tasks: Correspond with local
governments, with the League of Minnesota Cities, and with the city attorney,
maintain communication with the city council and the mayor and communicate
changes to them, review professional journals and trade publications, attend
city clerk and League of Cities conferences, and continuing education classes at
the city’s expense.
Responsibility 4:
To act as the city’s representative and as the public contact person in
dealing with the public, legislators, other government agencies and consultants.
Representative
Tasks: Greet callers and visitors to
city hail, respond to inquiries about city business, take complaints about city
ordinances and policies and respond to them in an appropriate manner, respond to
information requests, lobby for League of Small Cities and League of Minnesota
Cities, act as Cable TV Commissioner, and work with city staff, city engineer,
city attorney and city planner on a day-to-day basis.
KNOWLEDGE, SKILLS, AND ABILITIES:
Extensive knowledge of the overall
operations of the city of __________ including policies, procedures, ordinances,
etc.
Knowledge of Minnesota Statutes regarding
duties and responsibilities of the city clerk.
General knowledge of office management
procedures, records management, filing systems, office correspondence, etc.
Knowledge of accounting or bookkeeping
sufficient to handle the city’s financial records.
Ability to operate office machines and
personal computers.
Skill in interpersonal relations and written and oral communication
sufficient to sooth irate citizens,
negotiate with insurance companies and communicate with council members.
EDUCATION AND EXPERIENCE
Post-secondary training in
bookkeeping/accounting and personal computers, including but not limited to a
working knowledge of WordPerfect, office and secretarial practices, and two or
more years of directly related work experience including supervisory experience.
Education and/or work experience may be substituted one for the other. Local
government experience is desirable as is Municipal Clerk Certification.
WORKING CONDITIONS:
Most work is performed indoor at city
hall. The exception is trips to the post office, bank, liquor store, inspections
of city property, nuisance inspections, and similar duties.
Generally, the position requires light
lifting, usually less than 10 pounds, with up to 50 pounds on occasion. Aside
from cleansers for cleaning city hall, no hazardous materials or chemicals are
used on this job.
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