City Clerk

Under the direction of the City Administrator, performs duties and responsibilities of the city clerk as provided by statute, except as modified by the City Council in the Moline Code of Ordinances; takes work direction from the City’s Corporation Counsel on legal matters; performs a variety of administrative duties, including maintaining official, confidential records related to labor negotiations, personnel, claims against the City and other matters discussed in City Council executive sessions. Provides support to and performs specialized work for the Mayor, City Council and City Administrator. Performs the following duties personally or through subordinate staff.

Keep official records, papers, votes and proceedings of the city council and ensures the legal aspects of file maintenance are properly followed to minimize risk of substantial liability.

Sign, in conjunction with the mayor, all ordinances, bonds and orders on the city treasury and affixes the seal of the city thereto.

Prepare agendas of City Council and Committee-of-the-Whole meetings, in accordance with applicable laws.

Manage and oversee the City's agenda management system software.

Post weekly City Council and Committee-of-the-Whole agendas and meeting minutes in accordance with the Open Meetings Act, to include posting on the City website.

Attend, record and transcribe proceedings of all City Council and Committee-of-the-Whole meetings, executive sessions and special meetings.

Provide exceptional customer service to members of the public, City officials and other City employees, managers and department directors.

Work cooperatively with the City’s Corporation Counsel to ensure work is being performed in accordance with applicable laws and regulations.

Manage and oversee position of Deputy Clerk.

Prepare legal and highly confidential information.

Ensure that the responsibilities, authorities and accountability of all direct subordinates are defined and understood.

Explain, apply and enforce City and departmental policies.

Train administrative staff to prepare City Council and Committee-of-the-Whole meeting agendas and to act in capacity of deputy city clerks at City Council and Committee-of-the-Whole meetings during the absence of the city clerk.   

Coordinate liquor license application process and issue licenses with the mayor’s approval, as well as coordinate and attend liquor license hearings and maintain related records.

Compose and format a variety of documents such as letters, memos, meeting minutes, agendas, forms, policies, procedures, reports, budgets, etc.

Act as Local Election Official in accordance with state and local election code and law.

Provide administrative support to the Mayor, City Council and City Administrator as needed.

Coordinate Mayoral appointments to committees, commissions and boards and maintain information about terms of such appointments.

Coordinate events such as the State of the City and other events for the City as assigned. Accept bids and conduct bid openings for all bids in all departments within the City.

Maintain record of all legal notices published by all City departments.   

Answer phone, relay messages, process mail and respond to requests for information within established guidelines.

Participate as assigned on special projects and committees.

Retrieve and copy information and records of the city.

Process purchase requisitions and maintain office supplies.

Draft resolutions, ordinances and routine correspondence.

Other duties may be assigned.

Required Training and Experience

Bachelor’s degree from an accredited college with emphasis in business, office or public administration supplemented with advanced training in Microsoft Word and Outlook; considerable experience in progressively responsible administrative work; or any equivalent combination of training and experience that provides the required knowledge, skills and abilities.  

Knowledge, Skills and Abilities

Thorough knowledge of administrative support and office procedures, practices, systems and equipment; good knowledge of business English, arithmetic, spelling, grammar; labor agreement provisions covering positions supervised; and knowledge of local government operations and requirements, including Roberts Rules of Order and knowledge of and compliance with the laws that impact the work performed and of project management practices.  

Exceptional skill in public, employee and labor relations and in maintaining effective working relationships; advanced skill in organizing, completing and reporting on projects; multitasking; composing clear, concise and informative documents; proofreading; using Microsoft Outlook, Word, Excel, PowerPoint, Publisher and document imaging software; skill in typing rapidly and performing data entry and all other work assignments with a high degree of accuracy and while dealing with frequent interruptions; and communicating verbally, over the phone and in person; and handling difficult situations in a tactful, firm manner.  

Ability to maintain absolute confidentiality of information and situations encountered; draft, proofread and edit a variety of materials; prioritize work and meet deadlines; respond to requests for service in an accurate, timely and legal manner; define problems, collect data, establish facts and draw valid conclusions; solve practical problems involving several variables; understand, carry out, explain and interpret established policies, procedures and regulations; interpret a variety of instructions in written, oral, picture or schedule form; and perform routine budgeting and bookkeeping duties.

Licenses, Certifications & Registrations

• Valid Illinois driver’s license or equivalent
• Notary Public within sixty (60) days of hire
• Membership and active participation in the Illinois Institute of Municipal Clerks (IIMC) with certification as Certified Municipal Clerk within three (3) years of hire.  Master Municipal Clerk certification desirable. 

Physical Demands

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

While performing the duties of this job, the employee is frequently required to sit and talk or hear and occasionally required to stand, walk and lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.  The noise level in the work environment is usually quiet.

EQUAL OPPORTUNITY EMPLOYER

The City Clerk shall reside within the corporate limits of the City of Moline within 1 year of hire.

Salary : $66,477 - $93,059