NATURE OF WORK

Under the general direction of the Assistant City Manager and with guidance from the City Manager and HRA Executive Director, is responsible for carrying out the duties of the City Clerk’s office, as prescribed by state statute, and managing all functions of the office including: serving as City Clerk and performing all related duties for the City Council and HRA/EDA, working with staff liaisons for City commissions and boards, publishing legal notices, administering the election process, and maintaining official records and files for the City. Performs supervisory and administrative work directing the operations of the City Clerk Division. Responsible authority for Minnesota Data Practices Act and City-wide records retention.

SCHEDULE 

Must be able to work evening City Council and HRA/EDA meetings. 

ESSENTIAL DUTIES

General City Clerk Responsibilities

• Works with City Manager, Executive and Community Development staff to prepare City Council agendas, attends City Council, HRA/EDA meetings, and takes or oversees preparation of official minutes of record. Assures proper publication of meeting notices, codification of the City’s ordinances, accurate recording of resolutions and other official documents, and follows proper ADA meeting compliance, 
• Works with staff liaisons to City commissions and boards and provides guidance and training on preparation of agendas, recording meeting minutes, posting appropriate notices, resolutions and other related duties. 
• Administers the City-wide records management program for official records and archives; acts as custodian of official, permanent records including minutes, ordinances, and resolutions; manages the City’s Code providing for publication and distribution; ensures that all records are maintained in compliance with mandated requirements.
• Monitors and maintains current knowledge of developments related to City Clerk matters; evaluates their impact upon City operations and recommends policy and procedural improvements or changes.
• Manages bid openings, receives subpoenas and acts as Notary Public.
• Prepares operating budget for the City Clerk Division and has responsibility for monitoring and implementing the adopted budget on an annual basis.
• Update City Fee Schedule (Appendix D) annually.
• Sets short and long-range plans, goals, and objectives to ensure divisional effectiveness and efficiency. 
• Coordinates efforts to ensure Richfield is an equitable, inclusive, and respectful organization and supports the City’s mission, vision, and core values.
• Supports and enforces City policies, procedures, operations, and safety rules.

Election Administration Responsibilities 

• Recruits, hires, trains and supervises seasonal elections staff, assigns duties and responsibilities, and sets performance standards for evaluation of their work.
• Administers the election process in accordance with Minnesota Statute. Organizes and directs elections; arranges for polling places; receives candidate filing and financial reports; supervises the tabulation and delivery of election results; organizes absentee voting; coordinates voter registration; prepares election budget; maintains voting equipment; recommends revisions to precinct boundaries, and reviews population distribution at redistricting. 
• Monitor legislative issues affecting elections. 
• May require working weekends.

Data Management Responsibilities

• Manages data requests in accordance with the MN Data Practices Act. Serves as the City’s Data Practices Compliance Official; maintains compliance with the Data Practices Act; data practices and records management; maintains the City’s Record Retention Schedule; preserves permanent records; analyzes and updates department filing systems; provides data practices and record management guidance, working closely with the City Attorney.
• Appropriately handles confidential data.
• Performs all other duties as assigned.

COMPETENCIES

• Knowledge of City ordinances and charter provisions and applicable federal law.
• Knowledge of municipal government, municipal budgeting, and traditional functions of the office of City Clerk.
• Knowledge of Laserfiche or other data management software and record retention.
• Knowledge of election laws and procedures.
• Skill in management of official records and documents.
• Ability to administer Federal, State, and local elections.
• Ability to supervise, direct and evaluate the work of others.
• Ability to develop and administer division budget.
• Ability to compile and prepare involved statistical data.
• Considerable ability to establish effective working relationships with elected officials, department heads, and City staff.
• Considerable ability to check documents for accuracy and completeness, meet deadlines, and maintain orderly and accessible records.
• Considerable ability to handle multiple demands from several sources and accomplish them in a timely and professional manner.
• Considerable ability to communicate effectively, both orally and in writing with City staff, elected officials and the public, including handling of complaints and concerns.
• Considerable ability to develop and implement effective policies and procedures for the division consistent with City policies and state and federal laws.
• Considerable ability to provide effective leadership, to motivate staff and volunteers, and to promote teamwork.
• Considerable ability to plan, organize and prioritize work.
• Demonstrates ability to understand and respect the diversity of customers and co-workers, effectively communicating with individuals whose first language may be one other than English. 

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business, public administration or closely related field or a combination of education and experience may be considered.
• Three years of progressively responsible experience in public administration, preferably in City Clerk functions.
• Ability to maintain a flexible schedule and work evenings as needed.

PREFERRED QUALIFICATIONS

• Supervisory experience.
• Fluency in Spanish, Somali, Vietnamese or other non-English language prevalent in the City of Richfield.
• Experience working with diverse populations using cultural sensitivity.

CERTIFICATION AND LICENSURE

• Must possess a valid Class D driver’s license.

PHYSICAL DEMANDS

The physical demands that are described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Must have the ability to: 

• Ability to sit, talk and listen for extended periods of time. Ability to bend, stoop, reach, manipulate doors, drawers and locks. 
• Specific vision abilities required include close vision and the ability to adjust focus. 
• Ability to occasionally lift and/or move up to 25 pounds.