City Clerk

City of Grand Haven; Grand Haven (MI); On-site; USD 65,000 - 95,000; Full time

Job summary

The City of Grand Haven is seeking an experienced City Clerk to oversee elections, manage clerk operations, and serve as custodian of city records. Under the supervision of City Council, you will supervise staff and coordinate agendas, minutes, and notices.

Applicants should have a Bachelor's in business or public administration, Notary Public and Municipal Clerk certifications, and at least five years in public administration with supervisory experience.

Qualifications

• Five years of experience in public administration, finance, or a business office, including supervision.
• Knowledge of City Charter, policies, laws governing elections and public records.
• Experience in budgeting and accounting for municipal departments.

Responsibilities

• Supervises Clerk's Department staff; recruits, assigns workloads, evaluates performance, and trains staff.
• Develops and administers annual departmental budget and ensures proper procedures.
• Serves as Clerk to the City Council; prepares agendas and minutes, publishes notices.
• Custodian of city records and city seal; certifies ordinances and oaths of office.
• Oversees elections administration and voter registration processes.
• Prepares and processes notices, taxes, and resolutions with city offices.

Skills

Staff supervision

Budget management

Record keeping

Legal notices

Elections administration

FOIA requests

Interpersonal communication

Education

Bachelor's degree in business or public administration

Notary Public Certification

Municipal Clerk Certification

Election Officials State Accreditation

Tools

Microsoft Office

Job description

JOB SUMMARY

Under the general supervision of the City Council, oversees elections and serves as official custodian of all City records and documents. Manages and directs staff engaged in Clerk operations. Serves as Clerk to the City Council.

ESSENTIAL DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all the following essential functions. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Supervises Clerk's Department staff. Participates in the recruitment and hire of personnel; plans, assigns and coordinates workloads; evaluates performance, and oversees training and professional development. Takes disciplinary action according to established procedures.
2. Develops and administers annual departmental budget and ensures that the authorized budgetary and purchasing procedures are properly carried out.
3. Serves as Clerk to the City Council. Oversees the preparation of agendas and packets, attends meetings, records meeting minutes, and assures legal notices are published. Assists other boards, commissions, and committees as requested.
4. Serves as the official custodian for the safekeeping and management of all City records and documents and the City seal. Certifies ordinances and resolutions. Administers oaths of office, and issues permits and licenses.
5. Oversees the administration of elections consistent with federal, state, and local laws. Conducts national, state, local, school, and special elections. Oversees voter registration and maintenance of voter registration files.
6. Prepares Industrial Facilities Tax Exemption Certificates for City Council consideration in cooperation with Assessing Office and the City Manager's Office. Processes special assessments, prepares petitions, and necessary resolutions with assistance of City Attorney, prepares and publishes notices and places assessments on tax roll.
7. Serves as Freedom of Information Officer for the City. Coordinates all Freedom of Information Act requests.
8. Processes insurance claims, working with claims adjuster and claimants.
9. Assists in planning and provides coordination for various special events.
10. Prepares invoices for rent or services provided by the City, collects payments and coordinates with third party collection agencies as needed.
11. Performs the duties of other Clerk Department staff as necessary. In this capacity may work the front desk, answer phones, process mail, and respond to public inquiries and investigate complaints.
12. Performs all other duties as assigned.

ESSENTIAL JOB FUNCTIONS - REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Education

• A Bachelor's Degree in business or public administration or a related degree.

Licensing / Certification

• Certification as a Notary Public.
• Certification as a Municipal Clerk and Municipal Finance Administrator are highly desirable.
• Certification as an Elections Inspector and Election Officials State Accreditation

Experience

• Five years of experience in public administration, finance, or a business office, or related setting, including some supervisory experience

General Requirements

• Knowledge of the policies and procedures specific to the Clerk/Treasurer's Office.
• Knowledge of the City Charter, official City policies, and the laws and ordinances governing elections, record keeping, and access to public information.
• Knowledge of bookkeeping and municipal finance.
• Knowledge of general office operations and clerical procedures and practices.
• Knowledge and application of cash management and investment procedures, property tax laws, and banking procedures.
• Considerable skill in composing letters, memoranda and reports, and establishing and maintaining records, accounts and files.
• Skill in compiling data, conducting research, and preparing comprehensive and accurate reports.
• Ability to understand and follow complex oral and written instructions, prioritize demands, and work independently.
• Ability to critically assess situations and solve problems, communicate effectively in normal or contentious situations, and work well under stress and within deadlines.
• Ability to plan, coordinate, and supervise the work of others.
• Ability to operate general office equipment and machines, personal computer, calculator, typewriter, photocopier, facsimile and postage machine.
• Ability to establish and maintain effective working relationships with employees, supervisors, City officials, other professionals, and the general public.
• Ability to establish and maintain effective working relationships with employees, superiors, and the general public.
• Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.
• Ability to attend meetings outside of normal business hours.

SAFETY SENSITIVE POSITION

• Possession of a valid driver's license with a driving history that does not create liability concerns for the City.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources Manager at 616-935-3211. Requests for accommodations will be reviewed on a case-by-case basis.

• Stand – Occasionally
• Walk - Occasionally
• Sit - Frequently
• Use of Hands/Fingers - Frequently
• Reach - Occasionally
• Climb - Rarely
• Crawl - Rarely
• Squat/Kneel - Rarely
• Bend – Occasionally

Lift/Carry

• Less than 10 lbs - Frequently
• 10-29 lbs - Occasionally
• 30-59 lbs - Rarely
• 60-100 lbs - Rarely

Push/Pull

• Less than 10 lbs - Frequently
• 10-29 lbs - Frequently
• 30-59 lbs - Occasionally
• 60-100 lbs - Rarely

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work in this position is generally performed in a traditional office setting.
• Material and equipment used in this position include, but is not limited to, personal computers, phones, applications and software programs, fax machines, copiers, and calculators.
• Microsoft Office Suite includes Word, Excel, Outlook, and PowerPoint.
• General office filing is required. This would require the ability to move files, open filing cabinets, and bending and/or standing as necessary.

WORK SCHEDULE

• In-person work required.
• This position is full-time, 40 hours per week. Typical hours are to be worked between the normal office hours of Monday – Friday, 8am – 5pm.
• Additional and/or alternate hours will be required based on operational need, meetings, training and to meet established deadlines as required