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Hiring Range: $25.01 to $31.26
FLSA Status: Non-exempt (eligible for overtime)
Pay Grade: 109
Pay Range: $25.01 to $37.51
Deadline to Apply: 04/30/2025
Major Benefits for Full-Time Regular Employees:
- A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching.
- Paid time off up to 20 days in first year of employment
- 10 paid holidays and 1 floating holiday per year
- Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
- Free family coverage for select medical and dental plans
- Pension and long-term disability through Arizona State Retirement System, click here for more details
- Supplemental benefits such as deferred compensation plans and additional life insurance
Position Summary:
Provides high level administrative and technical functions to support the administration of the City Clerk's Office.
Essential Duties:
- Ensures compliance with state public records statutes and serves as the Senior City Records Coordinator as point of contact for all department Records Coordinators. Assists in day-to-day oversight and management of all city records in accordance with the State Records Retention Standards.
- Responsible for annual Board, Commission & Committee recruitments and appointments; publishes & posts Agendas, Minutes and Quorum Notices for city BCCs.
- Staff Liaison for Council Subcommittee and multiple city BCCs
- Receives and coordinates approval process for applications for city, special event and extensions of premise liquor licenses.
- Monitors compliance with City procurement regulations and other applicable guidelines.
- Processes and maintains City General Liability Claims.
- Responds to inquiries regarding interpretation of policies, procedures, precedents, rules and regulations and federal, state, and local laws as applicable to records management.
- Works collaboratively with the Legal Office regarding claims and subpoenas to Legal.
- Conforms with and abides by all regulations, policies, work procedures and instructions.
- Orders supplies; reviews invoices.
- Processes peddler & solicitor licenses.
- Supports City Clerk staff in performing clerical and administrative duties by being backup in preparing correspondence; maintaining various tracking databases and reports; answering telephones; providing customer assistance to the public as well as staff; providing notary public services; updating standard operating procedures; assisting in agenda packet preparation; processing mail; and maintaining City codes.
- Coordinates invocation, presentation & proclamation scheduling for City Council Meetings
- Performs other duties as assigned.
Qualifications:
Education/Experience
Associate degree in Public Administration or closely related area preferred; five (5) years of full time, office support experience or closely related work including experience in records management; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
Licensing, Certification, and Other Requirements:
Possess a valid Arizona driver's license; hold (or obtain) an Arizona Notary Commission within one year of hire date.
Employee Core Beliefs
City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.
Knowledge, Skill and Abilities:
- Knowledge of Department rules, regulations, and applicable federal, state, and local laws and ordinances related to City records.
- Knowledge of principles, practices, and requirements associated with the collection, storage, and destruction of records.
- Skill in typing at least 40 words per minute.
- Skill in using proper English sentence construction, punctuation, and grammar.
- Skill in delivering customer service.
- Skill in combining analytical judgment with decision-making abilities.
- Ability to read and comprehend various general correspondence, memorandums, letters, reports, and manuals.
- Ability to proofread documents for validity, accuracy, and completeness.
- Ability to be meticulous and detail oriented in all aspects of recordkeeping.
- Ability to write memoranda, correspondence, reports, and produce written documents.
- Ability to professionally respond to difficult situations involving the general public.
Physical and Visual Ability:
- Work is performed in a normal City office environment
- Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
- Work is performed in a relatively safe, secure, and stable work environment.
Successful candidate will receive a post-offer, pre-employment background screening to include:
- Drug screening
- Motor vehicle records check
- Criminal background screening
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