City Clerk

City of Grandview Heights; Grandview Heights (OH); On-site; USD 52,000 - 72,000; Full time

Job summary

City of Grandview Heights is seeking an experienced City Clerk to serve as Clerk to Council, Civil Service Commission, Board of Zoning Appeals, and Planning Commission. The role includes preparing agendas, notices, and minutes, maintaining records, and coordinating with the City Attorney and department directors.

The ideal candidate will have a high school diploma, 5+ years of administrative experience, and a Notary Public license in Ohio or the ability to obtain within 6 months.

Qualifications

• High school diploma or equivalent.
• Minimum five years of progressively responsible administrative experience; 3–5 years public sector clerking desirable.
• Notary Public license issued by the State of Ohio, or ability to obtain within first 6 months of appointment*
• Certified Municipal Clerk designation preferred*
• General understanding of public meeting procedure desirable

Responsibilities

• Attend all regular and special meetings of Council and boards as assigned.
• Draft and finalize meeting agendas in coordination with Council President and department directors.
• Take and prepare minutes; maintain official Council records, resolutions, and ordinances.
• Coordinate notices and agenda packets; ensure posting to the public as required.
• Maintain records, searches, and archival duties; ensure compliance with records requests.
• Assist with compliance requirements and communications with City officials and vendors.

Skills

Administrative experience

Public sector clerking

Meeting coordination

Record keeping

Microsoft Office

Education

High school diploma or equivalent

Notary Public license (Ohio)

Certified Municipal Clerk designation

Tools

Microsoft Office Suite

Digital recording system

Content management systems

Job description

The City Clerk is appointed to perform a variety of clerking roles, including serving as the Clerk to City Council, to the Civil Service Commission, to the Board of Zoning Appeals, and to the Planning Commission. The duties of the City Clerk shall be allocated and overseen as follows:

• The Council President shall direct the City Clerk with respect to the legislative process and Council matters, which includes preparing the Council committee and council meeting agendas, meeting packets, public notices, and effectuating occasional filings and recordings with county or state agencies. As needed, the Council President shall take input from the Mayor, Director of Adminitration, or Director of Finance about legislative items that need to go before Council. It is estimated that the legislative aspects of the City Clerk as Clerk of Council position will account for approximately 50% of the Clerk’s time; provided, however, that this estimate may vary from week to week.
• The Director of Administration shall work with the Clerk with respect to matters that go before the Civil Service Commission,and shall have day-to-day interaction with the Clerk about the Clerk’s interaction with the various departments that the Clerk supports. It is estimated that the Clerk shall devote approximately 12% of work time to the work of the Civil Service Commission.
• For administrative convenience, the Director of Administration shall coordinate the Clerk’s role in supporting non-Council public bodies, including attending meetings, preparing for meetings, and preparing annual reports. With respect to these other bodies, it is estimated that the Clerk shall devote approximately 5% of time to the work of the Clinton Township Joint Economic Development Zone (JEDZ) Board, 15 % of time to the work of the Board of Zoning Appeals, 15% to the work of the Planning Commission, both of which shall include attending meetings, maintaining minutes, preparing packets in advance of meetings, and taking any post-meeting steps necessary to effectuate the decisions of each board, respectively, and 3% to any other duties that may from time to time be assigned to the Clerk by the City.

• Attends all regular and special meetings of Council (generally, 2 per month/22 meetings per year), Clinton Township Joint Economic Development Zone (JEDZ) Board (generally 1x/quarter), the City’s Civil Service Commission (generally 1x/month), the Board of Zoning Appeals (generally 1x/month), and the Planning Commission (generally 1x/month), as requested by the Council President or the respective chair of the other boards or commissions.
• Drafts and finalizes agendas for Council meetings in coordination with the City Council President and input from Council committee chairs and Administration
• Drafts and finalizes agendas for other board and commission meetings in coordination with the relevant Department Director and board or commission chair
• Coordinates assembly and distribution of meeting notices and agenda packets for Council and the City’s boards and commissions to members and appropriate staff
• Keeps the official Council Record of final legislation
• Acts as the scribe for Council and the City’s boards and commissions, including taking and preparing minutes, recording votes, and tracking any follow-up action needed as a result of action taken; serves as the official custodian of all minutes, resolutions, ordinances, motions, and other actions passed or adopted by the respective public body
• Serves or causes to be served all notices required by law to be served
• Posts, publishes, or causes to be posted or published all notices of meetings and public hearings, ordinances, resolutions, and actions of Council or the City’s boards or commissions to the public, as may be required
• Drafts legislation in consultation with the City Attorney or other directors
• Obtains needed signatures to effectuate legislative actions of Council or administrative actions of the foregoing boards and commissions
• Serves as the recording secretary of a Charter Review Commission that may be appointed approximately every 10 years
• Communicates as needed with County Board of Elections officials and Secretary of State’s office to plan for upcoming election deadlines
• Communicates as needed with vendors who codify Charter changes, ordinances, tables, and other records of legislative or administrative action
• Participates in City-approved professional development, including obtaining or maintaining licenses or certifications relevant to the role
• Demonstrates regular and predictable attendance
• Meets job safety requirements that pertain to the essential functions of the job
• Performs such other duties as may be imposed or requested by Council or by the City Charter

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent
• Minimum five years of progressively responsible administrative experience; 3-5 years of public sector clerking experience is desirable.
• Current license as a Notary Public issued by the State of Ohio, or ability to obtain within first 6 months of appointment*
• Certified Municipal Clerk designation preferred*
• General understanding of public meeting procedure desirable

QUALIFICATIONS: (*indicates developed after employment)

Knowledge of:

• Charter, policies, procedures, organization, and rules of City Council, Boards and Commissions*
• Public records and open meetings law (3 hours of Attorney General training annually)
• General functions of a municipal government
• Municipal Code provisions related to the operation of the Council and matters that come before Council
• Rules and procedures governing the notice and conduct of public hearings and Ohio’s public records and open meetings laws
• Contemporary office practices and procedures
• Proper usage of English language, including grammar, spelling, and punctuation

Skill in:

• Proficiently using Microsoft Office Suite, dictating equipment, telephone, fax machine, digital recording system, digital archiving software, and duplicating equipment.
• As needed, working knowledge of content management systems

Ability to:

• Analyze and interpret administrative procedures, legislation, and regulations
• Prepare clear, concise, and complete meeting documents and other written correspondence and reports
• Develop and maintain effective working relationships with associates and officials
• Interact with the general public, coordinate communications to Council or other City bodies
• Maintain accurate records and reports
• Research files and records to obtain information and data required for the legislative process
• Locate historical records pertinent to current Council actions or proposals
• Use laptop and efficiently use Microsoft Office, email, Internet, or other City programs or software
• Transcribe dictation and/or digest minutes from meetings
• Arrange for and provide necessary materials for Council, Board and Commission meetings
• Professionally attend to and direct telephone calls
• Respond to verbal and written public inquiries and records requests

EQUIPMENT USED:

• Personal computer and software (e.g. Microsoft Office), dictating equipment, telephone, voicemail system, fax machine, copier/scanner, a requirement for public meeting presentations
• Operates digital recording system
• Uploads digital copies of legislative actions, minutes, and other public records to City’s website
• Maintains cloud-based archive or records subject to record retention
• Motor vehicle use desirable

PHYISCAL REQUIREMENTS AND WORKING ENVIRONMENT:

• Essential function of this position requires physical ability and mobility to work in an office setting, with or without reasonable accommodation
• Stand or sit for prolonged periods of time (up to 8 hours)
• Occasionally stoop, bend, kneel, crouch, reach, and twist
• Lift, carry, push and/or pull light to moderate amounts of weight (up to 20 lbs)
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard
• Occasional local travel or to attend clerk conferences
• Verbally communicate to exchange information
• Council reserves the right to modify the foregoing job parameters at any time.