Provides support for City Council & City Manager’s Office; responsible for all aspects of record-keeping and record keeping systems, agendas, agenda packets and minutes for advisory boards and City Council, elections, cemetery purchases and scheduling, public records requests, business licensing & permits, City Website, and City liability insurance claims.
DISTINGUISHING CHARACTERISTICS
This job class provides executive level support to the City Council and City Manager and has overall administrative responsibility for all statutory Clerk’s Office functions and programs.
 ESSENTIAL FUNCTIONS:
This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents within this classification. Incumbents are required to be in attendance and prepared to begin work at their assigned work location on specified days and hours. Factors such as regular attendance on the job are not routinely listed in the job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to:

• Develops and directs the implementation of goals, objectives, policies, procedures and work standards for the department; directs the preparation and administration of the department's budget; forecasts additional resource and financial needs.
• Plans, organizes, administers, supervises, reviews and evaluates the activities of assigned staff; trains staff in work processes and procedures; assists in the investigation, review and documentation of incidents and injuries involving staff and equipment.
• Provides support to City Council, advisory boards, City Manager, and other Departments. Develops professional relationships with the Mayor, City Council, City Manager’s Office, City Attorney’s Office, and department heads.
• Serves as the liaison between the public and the City Council; develops and implements communication strategies regarding public information. 
• Prepares and presents staff reports and other correspondence; ensures documentation requiring signature by the Mayor are correct and available for signature in a timely manner.
• Ensures agenda, agenda packets and minutes for each City Council and Advisory Board meeting are completed correctly and posted on time; attends and oversees meetings of the City Council; provides procedural and governance support in regard to Nevada Open Meeting law as required.
• Develops, maintains, and updates City website and social media presence; collaborates with City departments to ensure information disseminated to the public is accurate and current; develops procedures to ensure transparency in City communications.
• Responds to public record requests pursuant to NRS; coordinates with other departments and legal counsel as required.
• Serves as the official custodian of all City records, papers and documents; codifies ordinances, files and maintains a comprehensive record keeping system for all official City documents. Provides ample notice to the appropriate departments and officials regarding the expiration or termination of any franchise, contract, or agreement. 
• Serves as official custodian of the City seal; certifies municipal corporate actions; attests official documents including deeds, contracts, ordinances, resolutions, and minutes; administers oaths of office for all elected and appointed officials.
• Ensures public hearing and other notices are published in the local newspaper pursuant to City Code and NRS requirements. 
• Develops, implements and reviews the City’s Title VI program. 
• Administer the City’s liability insurance program; acts as the liaison for the City with any claimants; reviews and researches claims for or against the City; collects pertinent claim reports, photo’s, invoices, and other documents for insurance company.
• Develops and implements record keeping procedures and policy for all City documents that meet requirement of City, State, and federal policy; maintains City Vehicle fleet titles and other documentation; assists in registering vehicles with DMV. 
• Maintains Code of Ordinances and City Resolutions; assists City departments in code changes, additions, or deletions; assists in completing resolutions; completes business impact statement pursuant to NRS as required.
• Serves as City’s election official; plans and directs municipal elections, including initiatives, referendums, and recalls, to ensure compliance with local, state, and federal laws and regulations, the Voters Rights Act, and Help America Vote Act; serves as filing officer for candidates for office; certifies municipal elections results; collaborates with County Elections Board to monitor proposed and adopted changes to election laws.
• Administers the City’s Bid and RFP /RFQ processes; ensures compliance with Local, State, and Federal requirements for bids/RFPs; reviews and analyzes invitations to bid or propose, bid specifications, and any other documents related to bids/RFPs; performs public works payroll verifications and apprenticeship requirements pursuant to NRS.
• Contributes to the overall quality of the department's service provision by developing and coordinating work teams and by reviewing, recommending and implementing improved policies and procedures.
• Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment.

 QUALIFICATIONS:
To successfully perform job, incumbent must be able to perform each essential duty satisfactorily. Requirements listed are representative of the knowledge and skills.
Education and Experience:

• Bachelor’s Degree in business or public administration, or related field; AND
• Five (5) years of experience in records management, court operations or public Clerk’s office support, one (1) year of which was in a supervisory capacity; 
• OR an equivalent combination of education, training and experience.

Required Certificates, Licenses, and Registrations:
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• Certified Municipal Clerk (CMC) within one (1) year of date of employment.

Required Knowledge and Skills
 
Required Knowledge:

• Principles and practices of employee supervision, including selection, work planning, organization, performance review and evaluation, and employee training and discipline.

• Principles and practices of developing teams, motivating employees and managing in a team environment.

• Principles, practices and procedures of public administration in a municipal setting.
• Principles and techniques of social media management.
• Applicable City, state, and federal laws, statutes, codes, ordinances and regulations.
• Functions and activities of the Clerk's department.
• Principles and practices of public elections.
• Principles and practices of purchasing and contract administration.
• Administrative principles and practices, including goal setting, program development, implementation and evaluation, and the management of employees through multiple levels of supervision.
• Computer applications related to the work.

 
Required Skills:

• Planning, organizing, supervising, reviewing and evaluating the work of others.
• Training others in policies and procedures related to the work.
• Developing and implementing goals, objectives, policies, procedures and work standards.
• Developing effective work teams and motivating individuals to meet goals and objectives and provide customer services in the most cost effective and efficient manner.
• Planning, organizing, administering, coordinating, reviewing and evaluating a wide variety of programs and services.
• Interpreting, applying and explaining applicable rules, laws, codes and regulations.
• Preparing clear and concise reports, correspondence and other written materials.
• Working without close supervision in standard work situations.
• Using initiative and independent judgment within established procedural guidelines.
• Using tact, discretion and prudence in dealing with those contacted in the course of the work.
• Maintaining accurate records of work performed.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Establishing and maintaining effective working relationships with those contacted in the course of the work. 

PHYSICAL/MENTAL REQUIREMENTS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
Mobility to work in an office setting and using standard office equipment, sit for extended periods of time; strength to exert up to 10 pounds frequently to lift, carry, push, pull or move objects; vision to read printed materials; and hearing and speech to communicate in person or over the telephone.
 
WORKING ENVIRONMENT:
Work is performed in an office setting.
 
In compliance with the Americans With Disabilities Act and similar state laws, reasonable accommodations may be provided for qualified individuals with disabilities who require and request such accommodations. Incumbents and individuals who have been offered employment are encouraged to discuss potential accommodations with the appropriate City Staff.