The City of Auburn (Bay County, Michigan) is accepting applications for a permanent part-time position of City Clerk.
The City Clerk is involved in the regular day to day operations and activities of the office, including but not limited to, customer interaction, records retention, taking minutes, agenda / meeting preparation, conduct elections, assist with zoning and website administration. The work is performed under the supervision of the City Manager. The employee is expected to demonstrate considerable independent judgment and knowledge in performance of assigned duties. Possession of an associate's degree in public or business administration or equivalent experience is required. Salary to be determined upon qualifications.
To apply: Please send cover letter, resume, and 3 professional references by email to firstname.lastname@example.org or submit by mail to City of Auburn, 113 E. Elm Street, Auburn, MI 48611. Applications must be received by 5 pm on March 30, 2018.
CITY OF AUBURN JOB DESCRIPTION CITY CLERK
DEFINITION Administer the duties of the City Clerk and perform varied and specialized duties as directed by the City Administrator.
SUPERVISION RECEIVED Work is performed under the supervision of the City Administrator.
EXAMPLE OF DUTIES AND RESPONSIBILITIES The following duties are normal for this position but dependent upon the level of skill, ability, and expertise of the individual. They are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
Act as clerk of the City Commission.
o Attend all meetings, prepare agendas, and keep minutes.
o Post notices of all City meetings as required in the State’s Open Meeting Law, the City’s Charter and Code of Ordinances.
o Prepare and distribute agendas and supporting materials for meetings including City Commission, DDA, Zoning and Planning meetings.
o Oversee the legal publication of ordinances and notices.
o Maintain custody and direct the archival of official records of the City including ordinances, resolutions, contracts, agreements, deeds, etc. as required by local, state and federal laws.
o Maintain a retention and destruction schedule for documents.
o Provide certified copies of proceedings and records of the City upon request.
o Serve as custodian of the City Seal; attest to the signatures of the Mayor and City officials on official documents as required.
Manage, prepare and conduct public elections.
o Maintain all aspects of voter files in accordance with the Bureau of Election laws and policies.
o Complete the Michigan Elections “Clerk Certification Program” and stay current in all certification requirements.
o Ensure election personnel are trained and certified.
Assist the Zoning Administrator
o Answer basic questions regarding Zoning Code.
o Assist with the drafting of notices regarding ordinance violations.
o Serve as an additional resource to guide residents through the building permit process.
o Courteously answer phones and respond to public inquires, making referrals to appropriate staff when required; using good judgment and knowledge of City operations.
o Serve as Notary Public.
o Serve as FOIA Coordinator.
o Conduct the swearing in of officials.
o Issue pet licenses and vendor permits as needed.
o Attend professional development workshops and seminars and inform staff of new developments.
o Participate in the development and implementation of goals, objectives, policies and priorities for the City Clerk’s office; identify resource needs; recommend and implement policies and procedures.
o Assist with the maintenance of the City’s website.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Associate’s degree, or equivalent work experience Expertise with Microsoft Office suite of programs; familiarity with BS&A software Knowledge of good cash management principles, general office operations and clerical procedures and practices Knowledge of Michigan election laws and US political system, particularly relating to the duties of municipal clerks Ability to rapidly acquire knowledge of the provisions of the City Charter, city ordinances, and state regulations relating to the operation of local governments Knowledge of Michigan’s Open Meeting Act and Robert’s Rules of Order Ability to gather and analyze data to prepare accurate and timely reports, memoranda, letters and responses to requests for information Ability to communicate effectively in writing and orally Have the highest ethical character, and always act in a professional manner Ability to perform duties in a safe and efficient manner Ability to type with speed and accuracy Be able to pass drug testing
PHYSICAL CHARACTERISTICS OF WORK
This role requires primarily clerical work using computer, telephone and general office equipment. While performing the duties of this job, the employee is occasionally required to stand, walk and stoop or kneel. The employee must occasionally lift and/or move items of light to medium weight. On occasion, employee is required to run errands and make small deliveries using either personal or city vehicle.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.