What are the responsibilities and job description for the City Clerk position at City of St. Joseph?
JOB TITLE: City Clerk
DEPARTMENT City Clerk
DIVISION: City Clerk
SALARY: $63,607 annually
CLOSING DATE: November 14, 2025
Job Summary/Scope
Maintains the official journal of Council proceedings, administers the oath of office, indexes all ordinances and resolutions and affixes signature. Serves as secretary to the City Council and as custodian of records for the city. Provides admin support to Mayor’s office. Directly supervises City Clerk staff. Prepares budget for the City Clerk’s office.
Supervisory Responsibility
Integral to the position of City Clerk is the responsibility for developing subordinates to their fullest potential by exercising appropriate degrees of coaching, training, guiding, evaluating, correcting and, if necessary, disciplining.
Essential Duties and Responsibilities
DEPARTMENT City Clerk
DIVISION: City Clerk
SALARY: $63,607 annually
CLOSING DATE: November 14, 2025
Job Summary/Scope
Maintains the official journal of Council proceedings, administers the oath of office, indexes all ordinances and resolutions and affixes signature. Serves as secretary to the City Council and as custodian of records for the city. Provides admin support to Mayor’s office. Directly supervises City Clerk staff. Prepares budget for the City Clerk’s office.
Supervisory Responsibility
Integral to the position of City Clerk is the responsibility for developing subordinates to their fullest potential by exercising appropriate degrees of coaching, training, guiding, evaluating, correcting and, if necessary, disciplining.
Essential Duties and Responsibilities
- Attends all official meetings of the City Council and prepares minutes of the proceedings.
- Attests signatures of the officers of the City when necessary
- Administers the oath of office to those persons who are required to take the oath and files the appointment in the office.
- Prepares the Council agenda every two weeks.
- Calls Council members to remind them of meetings or to find out if they will sign calls for special meetings, etc.
- Indexes all resolutions and ordinances. Publishes ordinances and resolutions in the newspaper that are required for public hearings.
- Maintains list of Boards and Commissions and prepares nomination letters.
- Notifies the County Clerk of any elections called by the City Council.
- Issues calls for special Council meetings, work sessions, committee meetings and other various meetings.
- Conducts elections in the manner prescribed by the Charter.
- Ensures that the Code of Ordinances are updated as needed.
- Ensures that the original records and documents in his/her custody are not removed from his/her safekeeping except when ordered to do so from a court of competent jurisdiction.
- Answers telephones and handles inquiries from other departments and citizens.
- Performs records search as requested by City staff and the public.
- Prepares ordinances and resolutions when requested by City Council or City staff
- Reviews all ordinance and resolutions for correct format and content prior to filing.
- Performs all other related duties as assigned.
Employee Behavior and Conduct
City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.
Required (Essential) Knowledge, Skills and Abilities
- Knowledge of the Code of Ordinances, administrative code, state statutes, resolutions and ordinances.
- Knowledge of the proceedings of working committees boards and commissions.
- Knowledge of the general functions of the City departments.
- Knowledge of correct procedure of Council meetings.
- Ability to handle confidential information and documents in a discreet manner.
- Ability to communicate effectively both orally and in writing.
- Skills in shorthand, typing, filing, transcribing and record keeping
- Ability to operate standard office equipment including copiers, computer, fax machines, tape recorder and typewriter.
- Three to Five years' experience in a related field required.
- Ability to work independently.
Material and Equipment Directly Used
Operates a variety of equipment including typewriter, copier, computer, fax machine, tape recorder transcriber and other related office equipment. There may be times when use of personal vehicle may be required.
Working Conditions/Physical Requirements
Majority of work is performed in an office setting with a controlled environment. An occasional need to lift more than 10 to 20 pounds. Some overnight or day travel may be required for business purposes. Vacation and other leave scheduling shall be requested of and approved by the appropriate supervisor.
Education
Associates degree in related field preferred.
All applicants must pass a drug screening and criminal background check prior to employment.
Any job offer made by the City is contingent upon the applicant passing the drug screening and background check.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.
Salary : $63,607