What are the responsibilities and job description for the City Clerk position at City of Lewiston?
Prepare and distribute agenda packets for all city council meetings; attend city council meetings and record proceedings; transcribe and compose council meeting minutes; provide written notice of council actions to appropriate members of the public, staff, outside organizations and other interested parties. Manage the city council agenda management software.
Administer city records management program; plan, organize, evaluate and direct system to inventory, retrieve, store, index and provide security for city records; compose records retention schedules for approval; coordinate and direct uniform filing system for the city; maintain official city records, ordinances, resolutions and various other documents. Coordinate with the Idaho State Historic Preservation Division to archive city related documents and create and maintain indexes.
Compose and issue legal notices in compliance with State law.
Perform research and provide documents and information to city council, city staff and general public; research records and obtain information from other agencies as necessary to prepare reports.
Administer the city’s advisory boards and commissions; coordinate application and interview process, maintain membership rosters of boards, commissions and task forces; oversee legal notice process of the city as required by state statute
Prepare annual recommended operating budget for City Clerk; control and monitor expenses within City Clerk budget, perform administrative duties for Legislative budget including purchases, prepare requisitions, and monitor expenses; compose, maintain and issue legal notices for city budget.
Coordinates city elections with the county; prepares election campaign packets; assists candidates with local election filing and campaign finance forms; ensures local elections are properly administered; provides information to citizens, candidates, council and staff; receive and post petitions of nomination, financial disclosure reports and other related forms.
Manage public records requests; work directly with city staff to ensure records are provided within time frames established by State law; prepare fee estimates and process refunds.
Coordinate and evaluate codification of ordinance services to support city departments and outside agencies in compliance with municipal law including review and codification of ordinances and supervision of code supplement issuance. Compose and issue legal notices in compliance with State law.
Coordinate and evaluate services required to support the Police Retirement Board in compliance with State law; serve as secretary to the Board; manage election processes for the Board.
Manage administrative operations of the City Clerk’s office; maintain official files and records; maintain and update library of reference publications; compose, prepare, process and type a variety of correspondence, reports, technical and confidential material; develop a variety of forms; review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
Oversee and administer day-to-day activities and functions of the Mayor’s Office utilizing a high degree of independent judgment and initiative in coordinating and performing complex, technical and confidential functions; Serve as initial contact point to the Mayor’s Office; manage his/her calendar as needed; answer phones, provide routine information and direct the public to appropriate personnel; open, sort and distribute incoming mail; receive citizen complaints and concerns; resolve complaints or refers situation to appropriate individuals. Prepare office correspondence, exercising discretion and confidentiality; explain policies and procedures citing rules and regulations. Maintain extensive filing systems;; complete purchasing function and reconciles budget expenditures with monthly reports; Order supplies as necessary.
Remain current concerning issues and conditions of special interest to the Mayor and City Council; compose effective correspondence independently; Coordinate, perform or participate in the completion of special projects and research assignments using up-to-date technology and modern research methods; updates the Mayor on issues or concerns and seeks guidance as timely as possible.
Serve as custodian of the city seal, city charter, and attest official documents.
Participate as a member of the city leadership team as directed by the Mayor.
Establish positive working relationships with representatives of community organizations, state/local agencies, city leadership and staff, professional organizations, and public.
Coordinate with other city departments to create public hearing notice mailings and publications, including creating mailing lists and preparing certified mailings.
Administers oaths to persons concerning any matter submitted to the City Clerk or City Council.
Assists the Business License Coordinator with issuance of Alcohol Catering permits and alcohol licenses.
Perform other related duties as assigned.
Any combination equivalent to: two years college-level course work in records management, public administration or related field and five years of increasingly responsible records management experience; Valid Driver’s License; Ability to become bonded; Notary Public or ability to become a Notary Public.
Knowledge Of:
Functions and responsibilities of city department’s
Functions, activities and responsibilities of the city clerk’s office.
State and local laws and regulations regarding public records, public meetings and legal notices.
CivicClerk, Next Request, and Municode, or other similar programs
Budget preparation and control.
Records management systems, techniques and technology.
Structure and operation of state, county and municipal governments.
Parliamentary procedure.
Advanced word processing.
Oral and written communication skills.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Principles and practices of administration and training.
Applicable federal, state and local laws, codes, regulations, policies and procedures.
Basic research methods.
City organization, operations, policies and objectives.
Record-keeping techniques and requirements.
Ability To:
Plan, organize and direct operation of the city clerk’s office.
Coordinate essential procedures and activities to support City Council legislative activities and the Mayor’s office.
Maintain confidentiality of politically sensitive materials and information.
Understand, interpret and codify city ordinances.
Direct and participate in retention, retrieval, organization and destruction of official records and documents.
Research, analyze, interpret, organize and report on data.
Communicate effectively both orally and in writing.
Read, interpret, apply and explain codes, rules, regulations, policies and procedures.
Establish and maintain cooperative effective working relationships with others.
Meet schedules and legal timelines.
Work independently with little direction.
Plan and organize work.
Provide feedback to employees regarding worker’s compensation regulations and rulings.
Support management philosophies and directives.
Conform to IIMC Code of Ethics.
Secure membership in the International Association of Municipal Clerks.
Positively and effectively interact with diverse individuals to accomplish a common goal.
Physically perform the essential job functions.
Work courteously and tactfully with customers and employees.
Complete assignments accurately and with attention to detail.
Regularly plan, set up and attend meetings, functions, and events, occasionally outside of regular business hours.
Learn new skills and attend training as appropriate.
Office setting and environment. While performing the duties of this job, the employee is frequently required to sit, talk and hear; use hands to finger, handle, feel, or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, and crouch, and reach overhead above the shoulders or horizontally to file materials. Lifting, carrying, pushing or pulling moderately heavy objects up to 25 lbs. Constant interruptions; hearing and speaking in English to exchange information; seeing to read a variety of materials; dexterity of hands and fingers to operate a computer keyboard and other office equipment.
Salary : $52,119 - $75,803
