Job Description

Assistant City Clerk

Department: City Clerk’s Office
Reports To: City Clerk
Open Date: September 26, 2022
Close Date: Open Until Filled, First Review Date October 10, 2022
Hiring Salary: $17.90 - $22.87 per hour, DOE
Salary Range: $17.90 - $26.84 per hour, DOE

Job Summary:

The position of Assistant City Clerk is a multi-faceted position that fulfills the essential duties of the City Clerk Department, including preservation of the permanent record, documentation of official meetings of the City Council, commissions, and committees. The Assistant City Clerk is a vital point of contact for citizens, city staff, elected officials and other government agencies. Key responsibilities are divided in to four functions: records management and retention, licensing and permitting, committee and commission support, and as a passport application acceptance facility manager.

Essential Duties & Responsibilities:
Provides assistance to members of the public by answering general questions, accepting and processing various types of applications in person or by mail/electronic mail, and fulfills duties of the department Administrative Assistant in their absence or as directed;

Answers multi-line phone system and provides information or connects callers to appropriate departments;

Locates, compiles, copies and certifies records at the request of the public and city officials;

Assists in noticing public meetings as required by Idaho state law, City code and/or otherwise requested;

Prioritizes and organizes own work, to meet deadlines;

Attends and documents City Council and City Commission meetings as directed;

Researches, compiles and analyzes data for special projects; collects and assembles data and background materials for a variety of reports, developing and recommending solutions;

Attends meetings as directed or requested by the City Clerk or Deputy City Clerk;

Acts as a custodian of public records;

Assists in administration of general municipal elections;

Maintains and develops positive relationships with City staff, the general public, and various government agencies including Ada County Highway District, Ada County Recorder’s Office, Idaho State Police, and Alcohol Beverage Control;

Assists in administering the City’s Records Management Policy and processes;

Serves as a Notary Public by notarizing official documents on behalf of the City;

Performs all necessary cash receipting including but not limited to balancing a cash drawer and maintaining accurate transaction records;

Accepts payments for licenses and permits from the public via mail;

Schedules meetings on behalf of City staff and officials;

Assists City Clerk with special projects and research assignments;

Monitors City Clerk’s Office email account and responds appropriately;

Performs other duties and responsibilities as assigned or needed, or as required by Idaho State Code and/or City Ordinance.

City Council Preparation and Support:
Organizes and maintains various office files, including pending and completed project files, agenda logs, ordinances, resolutions, and minute books;

Attends City Council meetings as a representative of the City Clerk’s Office and provides written and oral reports;

Serves as Clerk of the Planning and Zoning Commission, City Council and/or other commissions when requested by the City Clerk or Deputy City Clerk;

Documents proceedings of meetings when attending as Clerk of the meeting;

Sorts and compiles a variety of informational materials from inside and outside departments or agencies; to include document tracking, database entry/management and selecting appropriate project meeting dates;

Proofs minutes and maintains minute books from Planning & Zoning Commission, City Council and all other City Committees and Commissions;

Assists in processing land use applications received from the Planning Division of the Community Development Department;

Oversees recording of city documents with the county, state, and other agency partners, and distributes as required by law;

Assists in the preparation of City Council and Commission agendas and informational packets;

Researches and compiles various types of information.

Licensing and Permitting:
Receives, processes, updates, tracks, and issues City License and Permit applications issued by the City Clerk’s Department;

Acts as project coordinator to successfully complete and issue Temporary Use Permits;

Trains City staff on permit and license application processes, including utilizing workflow management programs utilized by the city;

Monitors local, state and federal laws as well as City ordinances to assess effectiveness of current licensing and permitting processes and to recommend process changes or updates as necessary;

Provides clear and accurate information to applicants regarding application process changes;

Represents the City Clerk’s Office and its functions to provide feedback on accuracy of City ordinances and their business process application;

Maintains frequent contact with the public and establishes relationships with the business community;

Serves as Chair for Temporary Use Permit Committee meetings;

Partners with Information Technology to represent department on Accela Users Group.

Passport Acceptance Facility Operations:
Processes applications for Passports on behalf of the U.S. Department of State including maintaining passports records and acting as an agent for the U.S. Department of State to monitor applications for possible cases of fraud, terrorism or identity theft and report instances to the U.S. Department of State;

Conducts training for City Clerk staff who serve as Passport Acceptance Agents;

Maintains accurate records of passport appointments and meets with representatives of the Office of Acceptance Facility Oversight of the U.S. Department of State as requested for routine inspections;

Updates Passport Acceptance Facility portion of the City Clerk’s website to provide clear, accurate information and monitor appointment scheduling;

Responds to citizen inquiries about passport processes, including scheduling appointments;

Conducts inventory and orders supplies of materials necessary for accepting and mailing completed U.S. Passport applications;

Delivers packages to the United State Post Office.

Records Management and Retention:
Fulfills public records requests in accordance with the Idaho Public Records law;

In partnership with the City Clerk, maintains and oversees the City’s Records Management Policy and processes;

Properly routes requests for responsive records to department records management contacts;

Consults with City Attorney’s Office to determine responsiveness of records prior to release of records;

Manages and Administers the City’s record retention schedule under general supervision from the City Clerk and in partnership with the Deputy City Clerk;

Researches and recommends process improvements to records retention policies;

Coordinates with the State Archivist to offer semi-permanent records prior to destruction;

Coordinates records retention and disposition schedules on behalf of the City;

Reviews citywide records retention schedules annually and updates or amends as needed;

Responds to all internal and external customers (City employees, other governmental representatives, business organizations, community groups, and/or the public) with respect and in a courteous and friendly manner;

Assists other City Clerk staff on special projects with considerable flexibility given to exercise independent judgment to ensure positive project outcomes;

Provides research assistance to city staff to locate records within possession of the City;

Organizes, scans, indexes, and classifies active and inactive paper or electronic documents and data for operational files, administrative files, and other files maintained by the city;

Utilizes knowledge of databases, queries and advanced database principles to maintain, analyze and retrieve data for use in statistics, and presentations;

Participates in the Records Management Committee alongside other departments. Attends meeting, provides input, and recommends procedures for the department;

Develops and maintains department inventory and disposal of assets according to city policies;

Communicates with others to maximize the effectiveness and efficiency of intra and interdepartmental operations;

Converts paper records to digital format utilizing scanning software and hardware;

Compiles, organizes, and distributes Ordinances and Resolutions of the City to appropriate parties as well as maintaining them as part of the permanent record.

Job Specifications:
Requires a high school diploma and an Associate Degree in Public Administration, Business, Finance, Marketing or related field and two years’ experience with a municipal government or non-profit agency; or equivalent combination of experience and/or education demonstrating necessary skills to successfully perform job duties;

Must have considerable knowledge of standard office administrative procedures, including organized filing;

Considerable knowledge of organizing and maintaining accurate records and files;

Knowledge of Microsoft Office Suite including Outlook, PowerPoint, Word and Excel;

Preferred knowledge of Accela, a government licensing and land use enterprise software.

Knowledge, Skills & Abilities:
Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic;

Knowledge of records administration and maintenance techniques and procedures;

Knowledge of inventory control principles and methods;

Skill in data entry with minimal errors;

Skill in communicating effectively in writing as appropriate for the needs of the audience;

Skill in communicating with others to convey information effectively;

Ability to accurately prepare and maintain records, files, and reports;

Ability to create or retrieve report forms and/or charts needed for statistical information;

Ability to learn and work within the designated records management system for data entry and retrieval;

Ability to plan, organize and manage records management and document management system programs;

Ability to maintain records of materials, supplies, time, and work performed;

Ability to communicate effectively in both oral and written form;

Ability to handle difficult and stressful situations with professional composure;

Ability to maintain effective interpersonal relationships;

Ability to understand and follow instructions;

Ability to process information logically;

Ability to recognize, analyze, and solve a variety of problems;

Ability to exercise sound judgment in making critical decisions;

Ability to work under pressure and meet close deadlines;

Ability to analyze, organize and prioritize work while meeting multiple deadlines;

Ability to analyze and prepare documents, reports, and correspondence;

Ability to process and handle confidential information with discretion;

Ability to review work for accuracy;

Ability to operate common office equipment, including a computer, copier, ten-key calculator, and postage meter;

Ability to learn and apply knowledge of new software for Records Retention and Agenda processes;

Excellent written and verbal communication skills;

Organizational skills to include setting priorities, meeting critical deadlines, and following up on assignments with minimal direction;

Ability to use tact, discretion, initiative and independent judgment within established guidelines;

Must be able to establish and maintain effective working relationships with those contacted in the course of work;

Must display an attitude of cooperation and the ability to work well with others;

Strong critical thinking and analytical skills.

Licensing and Certifications:
Must meet requirements to become a Certified Passport Acceptance Agent through the U.S. Department of State within 60 days of hire;

Possess and maintain a valid Idaho Class D (minimum) driver’s license;

Ability to become and remain a Notary Public for the State of Idaho.

Work Environment and Physical Demands:
Work is performed primarily in an office environment with moderate noise level;

Frequently requires sitting at a desk for long periods of time;

Ability to lift 30 pounds;

Constantly requires movement throughout the office or building in order to assist customers;

Constantly requires clarity of speech, which permits the employee to communicate effectively;

Constantly requires hearing to transcribe audio recordings and to communicate effectively;

Constantly requires repetitive movement of the wrists, hand and/or fingers;

Constantly requires mobility to work in a typical office setting;

Constantly requires vision to read printed materials and a computer screen;

Constantly requires sufficient personal mobility and physical reflexes, which permits the ability to function in a general office environment to accomplish tasks.

Travel Requirements:
Local travel is occasionally required.

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