Description

 Position Summary:

Performs the duties of the City Clerk as prescribed in the City Charter and manages the City's official documents and all departmental records, Official Registrar for the City's Birth/Death Certification, voter registration and elections, issuance of business licenses and public information function; monitors operations and supervises staff.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential 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 essential function satisfactorily.

1.          Plans, organizes, assigns, reviews, and controls work production and activities, to include procedures, allocation of resources, problem resolution, and training of employees in the combined services area which provides backup for the finance department. 

 2.          Develops, communicates, and monitors policies, procedures, and standards for the department; recommends improvement when necessary. Coordinates with Departmental Records Managers procedure for retention and destruction of city records and is the administrator of the Laserfiche Records programming software.

 3.          Administers and directs the department's operating budget and controls expenses. 

 4.          Freedom of Information Act Coordinator for the city records.

 5.          Provides Notary Public service to the community.

 6.          Plans, coordinates, and assigns the work of others; makes recommendations for hiring; develops their potential, and monitors and evaluates their performance and work outputs to maintain efficiency and quality of work; coaches, counsels, mentors, trains, and advises employees in department for professional and career development. 

 7.          Confers with upper management to keep them informed on key issues and progress toward objectives, to gain their support and approval, and makes recommendations to assist management in making needed improvements. 

 8.          Collaborates, persuades, and negotiates with others outside own work area to coordinate efforts and maintain cooperative and efficient relations. 

 9.          Attends and participates in staff meetings, completes required forms and paperwork, and prepares work program and reports work progress periodically. Works with departments in updating fee schedules for the city. 

10.      Prepares and codifies the city's adopted ordinances.

 11.       Records and maintains official City documents including: prepares and distributes City Council agendas; attends City Council meetings, takes and prepares minutes; prepares and posts official notices; keeps journal of all proceedings and Oaths of Office. 

 12.       Chairs the Election Commission and is liaison to the Local Officers' Compensation Commission and is a secretary of the Ad Hoc Civil Engineering Committee.

 13.       Conducts Board and Commission appointments and elections entailing: attendance, publishing vacancies, notifications, conducting Retirement Board elections; custodian of applications and permanent minutes of all boards and commissions.

 14.       Processes passport applications including accurately verifying information and documentation, handling customer inquiries, and ensuring compliance with the State.

 15.       Administers voter registration and elections including: registers voters; prepares all materials, including programming and testing of computers and tabulating equipment and supplies for state/federal/city/school district elections; instructs/trains staff and 40-50 precinct inspectors working in elections in policies and procedures; works closely with school district regarding building usage and polling place setup with attention to state mandates for ADA compliance; monitors election; monitors vote tallying process; certifies results. 

 16.       Attends quarterly Wayne County Clerk Association meetings and State of Michigan Bureau of Elections training seminars as well as online E-learning Clerk Accreditation updates.

 17.       Maintains city website pages for the Clerk's home page, Event Calendar, Public Notices, Records online including agendas and minutes and public hearings; the website's business info page for city businesses with index.

 18.       Receives/reviews applications for business licenses; issues licenses to businesses meeting City Code requirements and processes Cannabis License fees and the Community Development Fund contributions. 

 19.       Processes all boat ramp resident and non-resident annual permits.

 20.       Supervises scanning and microfilming of City records and documents; establishes retention schedules for records; archives and maintains records in archive centers. 

 21.       Maintains records of Special Tax Fund for all county and school monies. 

 22.       Performs other related work as required.

 23.       Must demonstrate reliable and consistent attendance to fulfill the essential functions of the role

Requirements

 Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of 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:

          A High school diploma or equivalent with a bachelor level degree desirable, and six years of progressively responsible local government administrative experience, at least two of which are at the supervisory/management level, or any combination of education and experience which produces the required knowledge, skills, and abilities. 

          Municipal Clerk (CMC) Certification is desirable. 

          Knowledge of principles and practices of organization management, supervision, accounting, and budgeting.

          Knowledge of principles and procedures of local government administration as well as knowledge of applicable state, federal and local laws, rules, and regulations.

          Skill in organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction. 

          Knowledge of software programs and ability to determine specific requirements for customization of programs. Familiarity with word processing, database and spreadsheet applications as well as Adobe Acrobat.

          Knowledge Network Computer, Election EMS Computer, Laptop computers, Postage/Mailing Machine, Copy Machine, Calculator, Laserfiche Scanner, ICP Tabulator, ICX Voter Assist Terminal

          Skill in applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols. 

          Skill in communicating clearly and effectively, orally and in writing. 

          Skill in preparing clear and concise reports, correspondence and other written materials.