City Clerk - Reno, United States - City of Reno

Description

City Clerk

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Class Title

City Clerk

Class Code

5715

Salary

$126, $165,776.00 Annually

+ Definition

+ Benefits

Classification Description Summary

Under administrative direction of the Mayor and City Council, plans, organizes, provides oversight to and participates in all City Clerk functions, including retaining custody of and maintaining the City's official records and history; coordinating the conduct of City Council elections; directs, manages, supervises, and coordinates assigned activities and operations of the City Clerk's Office, including the preparation of agenda and meeting materials and minutes for City Council, Redevelopment Agency, City Board and City Commission meetings; coordinate assigned activities with other divisions, departments, and outside agencies, including responding to requests for public records; and provide highly responsible and complex administrative support and technical assistance to the Mayor and City Council.

DISTINGUISING CHARACTERISTICS

This is a single position class, which is appointed by the Mayor and City Council under authority of the City Charter in accordance with applicable Nevada Revised Statutes, as the City's election official, custodian of records, legislative administrator and the official collector of penalties and other revenues except general taxes and special assessments. The incumbent is responsible for accomplishing goals and objectives of the office and for furthering City goals and objectives within general policy guidelines.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume management responsibility for all services and activities of the City Clerk's Office.

Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures.

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within City policy, appropriate service and staffing levels.

Maintain custody of official records and archives of the City; ensure the maintenance and availability of records and information needed to provide an accurate account of government actions; ensure historical City records are collected and preserved; oversee the development and implementation of the City's record management procedures and guidelines; serve as the corporate secretary and maintain custody of the City Seal.

Plan, direct, coordinate, and review the work plan for the City Clerk's Office; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Oversee and participate in the development and administration of department annual budgets; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Direct the preparation, review, and editing of agenda packets and official records for all City Council, Redevelopment Agency, City Board and City Commission meetings; ensure the recording of City Council, Redevelopment Agency, City Board and City Commission meeting actions are accurate and timely.

Provide and manage the official notification and follow up of City Council agenda items including ordinances, resolutions, agreements, deeds, and easements to the public regarding public hearings including legal advertising of notices.

Manage the collection and deposit of City fees, penalties and revenues except general taxes and special assessments; ensure compliance with overall City financial goals, policies and auditor recommendations.

Administer municipal elections in accordance with local, state, and federal regulations; and accept, verify and maintain filings from candidates for office.

Attest, publish, index and file ordinances and resolutions

Execute official City documents; administer and file oaths of office and oaths of allegiance.

Serve as liaison with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues; provide guidance and direction to other departments in the development of reports, resolutions and other materials for submittal to the City Council, Redevelopment Agency, or City Boards and City Commissions.

Serve as staff to a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence.

Provide responsible staff assistance to the City Manager;

Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to programs, policies, and procedures of the City Clerk's Office as appropriate.

Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field; incorporate new developments as appropriate.

Provide assistance to internal and external customers; respond to and resolve difficult and sensitive inquiries and complaints; retrieves documents as necessary in response to requests for information.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of a City Clerk's Office.

Organization and function of municipal government.

Management skills to analyze programs, policies and operational needs.

Principles and practices of program development and administration.

Principles and practices of records management and micrographic operations.

Modern office procedures of records management including records retention laws.

Pertinent federal, state, and local laws, codes, and regulations including election laws.

Meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.

Political reform requirements.

Principles and practices of municipal budget preparation and administration.

Principles of supervision, training, and performance evaluation.

Modern office procedures, methods, and equipment including computers and supporting software applications.

English usage, spelling, grammar, syntax, punctuation, and business math.

Principles of customer service.

Ability to:

Manage, direct and coordinate the work of the City Clerk's Office staff.

Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Select, supervise, train, and evaluate staff.

Develop and administer an efficient records management system.

Participate in the development and administration of goals, objectives, and procedures for the City Clerk's Office.

Comply with all posting and publication guidelines of the Nevada Open Meeting Law.

Coordinate municipal elections.

Prepare and administer program budgets.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Research, analyze, and evaluate new service delivery methods and techniques.

Compile data, maintain records and files, and participate in the preparation of administrative or technical reports.

Interpret and apply federal, state, and local policies, laws, and regulations.

Interpret and apply administrative and departmental policies and procedures.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Plan and organize work to meet changing priorities and deadlines.

Work cooperatively with other departments, City officials, and outside agencies.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues within area of responsibility.

Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing, using both technical and non-technical language.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, records and information management, or a related field.

Experience:

Six years of increasingly responsible professional and technical experience that includes substantial experience in a City Clerk's Office or other public agency with similar duties as the Clerk, and two years of administrative and project management and at least one year of supervisory responsibility.

License or Certificate:

Possession of, or ability to obtain a Certified Municipal Clerk (CMC) accreditation within two years of employment. A Master Municipal Clerk (MMC) accreditation and Certified Records Manager (CRM) designation preferred.

Possession of a valid appropriate drivers' license.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Works is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

September, 2014

Human Resources

Other Requirements

JD 11/2018

Please use this Health and Welfare Benefit Link ) to learn more about the City of Reno's great employee benefit plans and wellness programs.

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