Job Description Summary

This position serves as a key contributor in the City Clerk’s Office by being responsible for processing citywide contracts, special event applications, regulated licensing such as liquor, bingo and off-track betting, document recording, legal advertisements, public records requests, and broad-based administrative and special projects. This position will provide support to the recruitment and management of the city’s boards and commissions, and act as a records liaison for the Records Management Program. This position provides a high level of customer service to internal and external customers, involves high contact with the public, and will be required to proofread various reports, studies and documentation.

Essential Functions

This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Reviews and processes all contracts to ensure a complete file, including contract and amendment numbers, signatures, page count and attachments, insurance policies, and coordinates with departments.
• Manages special event program and permit issuance according to City Code and in coordination with the applicant, Special Event Review Committee members and city departments. Research applications to verify 501(c)(3) status and proper insurance coverage. Coordinates the issuance of building safety and traffic control permits and fee payments. Creates, generates and disseminates approval letters and permits to applicants. Maintains databases and generates reports. Creates and disseminates information brochures, flyers and other outreach materials to the public.
• Receives and processes regulated licensing such as liquor license, bingo and off-track betting applications according to statute, standard operating procedures and best practices. Requires coordination with Finance Department for collection of fees and business license verification and frequent contact with Arizona Department of Liquor Licenses and Control
• Processes document recording and filing with the Maricopa County Recorder’s Office for city records.
• Reviews and processes legal advertisements for accuracy and completeness. Acts as a liaison with the Official City Newspaper. Reviews invoices for accuracy. Adheres to legal requirements by cross referencing invoices to affidavits. Reconciles monthly vendor statements to ensure accuracy. Processes payments of advertisements for multiple departments.
• Manages public records requests with department liaisons, composes responses and ensures review through Legal Services, Digital Communications, and the City Clerk’s Office leadership team, which includes performing confidential email searches and applying redactions pursuant to legal requirements. High-level decisions to determine notifications upon release.
• Performs general financial and accounting procedures for the Department by reconciling monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system. Assists with budget preparation and monitoring by assessing program requests, reviewing expenditures and estimating expenses.
• Assists with ongoing recruitment of board and commission members and monitors all boards, commissions and committee applications, tracks terms, vacancies, appointments and reappointments of board and commissions members, schedules meetings, posts all meeting notices, results and minutes in compliance with the Open Meeting Law.
• Provides information and training to board and commission staff liaisons regarding open meeting law, ethics and other legal requirements.
• Responsible for the timely publication and posting of public notices pursuant to legal requirements.
• Assists the Records Program Supervisor in the management of the Records Management Program to ensure City records are collected, maintained, archived or destroyed in compliance with Arizona’s Records Retention Laws and best practices. This includes maintenance of department file plan and uploads for city-wide reference; prepares reports, compiles data, and generates reports as necessary. Images and indexes all Council, boards, commissions, and committee reports, agendas and minutes. Conducts audits and secures approval for proper destruction of records. Assist with records training and acts as a resource to city staff in the area of records requests and records management.
• Actively participates in the implementation of imaging and other technologies in the organization. Acts as the liaison with Records Control Officers Committee city-wide.
• Assists in citywide or department training relevant to the City Clerk’s Office incudes creation and development of presentations and materials.
• Researches, analyzes and prepares recommendations for new processes to enhance services, program development and needs as related to the City Clerk’s Office functions.
• Assists with the review of meeting agendas and related staff reports, attachments and presentations. Serves as backup to the Senior City Clerk Specialist which may include developing and posting Council meeting agendas, compiling and posting agenda packets, amending the posted agendas and packets.
• Prepares Council Action Reports (CAR) as required.
• May attend meetings to take minutes or provide administrative support as needed.
• Assists in the creation and maintenance of the City Clerk’s Office web pages and event calendars.
• Provides Notary services to city staff and the public.
• Provides general administrative support to the City Clerk department.
• Updates and maintains standard operating procedures, and may conduct training session on procedures, programs, or processes.
• Assists with planning, coordinating, and monitoring special projects.
• May assist with City elections by attending election certification training workshops, updating and maintaining all forms and materials, preparing candidate packets, updating election website information, assisting voters during election time, accepting campaign finance filings and assisting the City Clerk in other election related duties.
• Expected to maintain knowledge for all City Clerk Specialist roles and responsibilities and provide backup relief as needed. Trains volunteers to assist with special projects as needed.
• Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal.
• Performs other duties as assigned.

Requirements

• Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Minimum three years of experience in a related field.
• Certifications and Other Requirements: Valid Driver’s License and Notary Public (or the ability to obtain Notary Public within 3-months of hire).
• Reading: Work requires the ability to read and comprehend general correspondence, manuals, code books, memorandums and reports at a college level.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing: Work requires the ability to write memoranda, correspondence, reports and produce written documents at a college level.
• Managerial: Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
• Policy/Decision Making: Significant - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
• Technical Skills: Comprehensive Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.

12 Month Objectives

• Become familiar with the rules, laws and guidelines regarding posting of minutes, agendas and other notifications.
• Become familiar with the digital posting board software and the process of posting agendas and other legal notices.
• Obtain Notary Commission and attend Secretary of State training; provide notary service on behalf of department.
• Become proficient in the process of digitally recording legal documents.
• Become proficient in processing public records requests.
• Become proficient in the processing of the legal advertisements.
• Cross train with other City Clerk Specialists to learn the various other administrative and customer service/front counter duties.

• Become proficient with all document types and how to file each accordingly in Open Text, department file plan and department vault; includes contracts, resolutions, ordinances, agendas, minutes, plats, liquor licenses, and various council staff reports.
• Become proficient with standard naming convention for record names and dates.
• Become proficient with retention schedules, setting appropriate retention whenever possible and assign retention/destruction dates when possible.
• Become familiar, and stay updated, on requirements related to records and information management; train other city staff (Record Control Officers) on record requirements and responsibilities.
• Become familiar with Open Text; learn to navigate, add, modify, and search the city's digital records content server Open Text per State authorizations.

• Become proficient in the processing of special event applications.
• Become proficient in the processing of payments.
• Learn the process of setting board meetings and the various notifications that are statutorily required to take place.
• Become proficient with the liquor licensing process, including the laws, guidelines and best practices.
• Become proficient with posting all City Council meeting notices, results and minutes in compliance with Open Meeting Law.
• Cross train with other City Clerk Specialists to learn the various other administrative and customer service/front counter duties.
• Create, update and maintain Standard Operating Procedures (SOP) as needed.
• Become familiar with the current agenda management software program and with compiling the City Council agendas and packets and disseminating documentation relevant to City Council meeting agenda.
• Attend two City Council meetings or Board/Commission meetings annually; become familiar with City Clerk responsibilities related to City Council meetings including processing minutes for the meetings and assist with council meeting setup.
• Assist with the agenda preparation as needed with the possibility of working past 5:00 p.m.