City Clerk

Reno; Reno (NV); On-site; USD 90,000 - 130,000; Full time

Job summary

The City of Reno is seeking an experienced City Clerk to oversee the City Clerk’s Office, including custody of official records, election coordination, and minutes preparation. The role requires strong policy development, leadership, and collaboration with elected officials and senior staff.

Ideal candidates will have a comprehensive understanding of municipal government, regulatory compliance, and public records management, with a proven track record of supervision and service to the community.

Qualifications

• Six years of professional and technical experience, including a City Clerk or similar public agency role.
• Two years of administrative and project management experience and supervisory responsibility.
• Ability to obtain and maintain knowledge of Nevada Open Meeting Law and election regulations.

Responsibilities

• Oversee City Clerk’s Office activities and ensure custody of official records and archives.
• Coordinate municipal elections and process related filings.
• Prepare and review City Council and Redevelopment Agency minutes and maintain records.
• Respond to public records requests and provide accurate information to officials and the public.
• Develop policies, goals, and budgets; supervise staff and manage performance.

Skills

Leadership

Policy development

Communication

Staff supervision

Records management

Public records requests

Election coordination

Education

Bachelor's degree in public administration or related field

CMC/MMC accreditation preferred

Tools

Records management system

Job description

The City of Reno is seeking an experienced, organized, and highly collaborative City Clerk to oversee the functions and operations of the City Clerk’s Office. The ideal candidate will have demonstrated experience developing and implementing policies and procedures, working effectively with elected officials and senior leadership, supervising staff, and managing systems that support modern City Clerk operations. The successful candidate will have a strong understanding of the Reno community, municipal government, and the scope and responsibilities of the City Clerk’s role, including the duties outlined in the Reno City Charter and applicable laws and regulations. This individual will be a trusted and service-oriented professional with sound judgment, strong communication skills, attention to detail, and the ability to manage sensitive information and multiple priorities while providing accurate and professional guidance to elected officials, City staff, and the public.

JOB SUMMARY

Under general direction, the City Clerk, plans, organizes, provides oversight to City Clerk functions, including retaining custody of and maintaining the City’s official records and history; coordinating the conduct of City Council elections;manages, supervises, and coordinates assigned activities and operations of the City Clerk’s Office, including the preparation of City Council and Redevelopment Agency minutes; coordinate assigned activities with other divisions, departments, and outside agencies, including responding to requests for public records.

DISTINGUISING CHARACTERISTICS

This is a single position class, which is appointed by the Mayor and City Council under authority of the City Charter, Reno Municipal Code, and in accordance with applicable Nevada Revised Statutes.

STRATEGIC LEADER COMPETENCIES

Competencies for Strategic Leaders depict the combination of aptitudes, behaviors, beliefs and actions that highly successful Strategic Leaders demonstrate in moving the City of Reno toward its mission to create a community that people are proud to call home.

ENTERPRISE MANAGEMENT VIEWPOINT

Views the organization's various functions as a system of interconnected and interdependent parts of a cohesive whole with cross-functional responsibilities. Remains agile and creates and responds to change; anticipates problems in advance and develops solutions. Remains cognizant of how subtle changes can impact the entire organization.

STRATEGIC FOCUS

Recognizes that evolution/change must occur for the organization to fulfill its mission. Plans proactively rather than reactively and considers factors such as the external environment, best practices, internal organizational dynamics, and organizational goals to develop a vision for the future. Works to engage others in support of the vision. Uses appropriate data to make business decisions and sets meaningful metrics to measure success. Aligns resources with strategic initiatives and understands the necessity of cohesion among various business units. Uses project management skills to manage goals by phasing processes, collaborating with stakeholders and implementing opportunities for improvement. Plans a course of action designed to help the City respond to an event that may or may not happen, creates a plan B.

FISCAL ACCOUNTABILITY

Plans, budgets and forecasts, uses predictive analytics, and business intelligence to ensure resources (financial and human) are effectively allocated to achieve the goals and objectives of the City. Links resources to strategic initiatives and identifies, assesses, prioritizes, documents, reports and manages risk and its impact. Ensures safe work habits and models safety practices.

EFFECTIVE COMMUNICATION AND COLLABORATION

Effectively uses verbal, non-verbal, and active listening communication skills tailored to a variety of audiences. Articulates a compelling message and influences others to embrace a shared vision. Behaves authentically and demonstrates energy when attempting to establish interpersonal relationships. Ensures the clarity of a message delivered. Remains helpful, respectful, approachable and team-oriented. Builds strong working relationships and a positive work environment and shares expertise through consultation. Actively promotes solutions to problems through interdisciplinary approaches. Works together with others in a cooperative and supportive manner to achieve shared goals. Creates productive relationships interdepartmentally and with outside agencies.

PEOPLE MANAGEMENT

Sets a clear vision for their team and links business unit performance and employee skills, competencies and performance to the City’s mission and organizational needs. Sets clear expectations, reviews progress, providing feedback and guidance, and holding employees accountable. Makes decisions, sets clear goals and provides their teams with the empowerment and tools to achieve success. Promotes positive team relations by investing in essential team routines that produce a healthy and inclusive culture, including performance management, professional development, celebrations, team bonding, effective problem solving and communication. Invests in employee learning, growth, development and improvement. Motivates employees in advancing and tracking career goals. Identifies and develops leadership skills among employees and team members within your department.

SELF-MANAGEMENT

Plans ahead, manages time well, arrives on time. Behaves in a professional manner. Expresses and controls emotions and understands, interprets, and responds to the emotions of others appropriately. Understands, uses, and manages own emotions in ways to relieve stress, communicate effectively, empathize with others, overcome challenges and defuse conflict. Remains aware of feelings, actions and impressions in self and others. Remains open and receptive to feedback, demonstrates a willingness to learn, and embraces continuous improvement in self and others.

KEY ACCOUNTABILITIES

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.

1. Assume responsibility for all services and activities of the City Clerk’s Office.
2. Manage the development and implementation of goals, objectives, policies, and priorities for assigned areas; recommend and administer policies and procedures.
3. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within City policy, appropriate service and staffing levels.
4. 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.
5. 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.
6. Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
7. 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.
8. Manage official records for all City Council, Redevelopment Agency, and other assigned meetings; ensure the recording of applicable meeting actions are accurate and timely.
9. 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.
10. Manage the reconciliation and deposit of City fees, penalties and revenues except general taxes and special assessments; ensure compliance with overall City financial goals, and policies.
11. Administer municipal elections in accordance with local, state, and federal regulations; and accept, verify and maintain filings from candidates for office.
12. Attest, publish, index and file ordinances and resolutions.
13. Execute official City documents; administer and file oaths of office and oaths of allegiance.
14. Prepare and present staff reports and other necessary correspondence.
15. Provide responsible staff assistance to the City Manager.
16. 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.
17. Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field; incorporate new developments as appropriate.
18. 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.
19. Perform related duties as required.

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.
• Assist in the coordination of 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 is desired with attainment within two years of employment being preferred. A Master Municipal Clerk (MMC) accreditation and Certified Records Manager (CRM) designation are also preferred.

Possession of a valid appropriate drivers' license.

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.

The City of Reno is an is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status.