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HomeMy WebLinkAboutCity ClerkUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: City Clerk Department: City Clerk’s Office Division: City Clerk’s Office Supervisor: City Council FLSA: Exempt Civil Service: No Pay Grade: N/A Job Number: 7001 Job Summary Appointed by the City Council, the City Clerk serves the City Council, directs the operational activities of the City Clerk’s Office, is responsible for the recording, filing, coordinating, and supplying of all official transactions of the City, enforces certain business-related permits, serves as a central information source for City activities; and performs related duties as required. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Coordinates and supervises the prepara�on and distribu�on of Council agendas and supplements. • Atends City Council mee�ngs and maintains a record of votes; prepares official minutes of Council ac�vi�es; processes all official documents related to Council ac�vi�es. • Provides official no�fica�on to the public regarding City Council mee�ngs. • Receives all correspondence addressed to the City Council and all other materials and documents requiring City Council approval and adop�on. • Ensures legal requirements are met regarding public no�ces, publica�ons and pos�ng of City business. • Prepares ordinances for codifica�on; oversees the codifica�on of ordinances into the municipal code. • Serves as custodian of official City records and public documents; retrieves public records for the general public and City staff; provides informa�on on ordinances, resolu�ons and policies; provides copies of records; atests and cer�fies official documents and copies. • Answers ques�ons and provides informa�on to the general public; responds to resident inquiries and complaints. • Supervises the processing of applica�ons and payment of fees for taxicab companies, beer/liquor permits, cigarete licenses and dancing permits; determines that applica�ons are complete and that ordinance requirements have been met and issues licenses and permits; maintains records of the date of issuance and term of license or permit. • Provides informa�on to the County and candidates in the upcoming elec�on. Updated: March 2024 • Prepares and administers departmental budget. • Develops and maintains electronic and hard copy files to access informa�on and provides reports and research for the public and Council; operates a variety of standard office equipment to access necessary informa�on and archive documents in accordance with State law. • Performs notary services. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other related du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • Bachelor’s degree from an accredited educa�onal ins�tu�on and three to five years of related experience; or seven to nine years of related experience and/or equivalent combina�on of educa�on and experience. Degree in Public Administra�on, Business Administra�on, or related. Experience in office administra�on. Supervisory experience. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Bachelor’s degree from an accredited educa�onal ins�tu�on and six years of related experience; or ten years of related experience and/or equivalent combina�on of educa�on and experience. Experience as a Deputy City Clerk. • Certification as a City/Municipal Clerk from the International Institute of Municipal Clerks. Certification in Iowa Municipal Finance Officers Association – State certification for City Clerks. Residency within the city limits of Iowa City. Knowledge, Skills, and Abili�es • Ability to calculate figures and amounts such as discounts, interest, commissions, propor�ons, percentages, frac�ons, percentages, ra�os, and propor�ons. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to establish and maintain effec�ve working rela�onships with elected officials, employees, and the general public. • Ability to exercise independent judgment and to use resourcefulness and tact in solving problems. • Ability to interpret a variety of instruc�ons furnished in writen, oral, diagram, or schedule form. • Ability to keep accurate records. • Ability to maintain confiden�ality in the performance of du�es. • Ability to meet deadlines under pressure. • Ability to meet the public courteously and obtain and give informa�on. • Ability to prepare accurate and complete minutes of mee�ngs. • Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents. • Ability to reliably and predictably carry out du�es. Updated: March 2024 • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. • Ability to solve prac�cal problems and deal with a variety of concrete variables in situa�ons where only limited standardiza�on exists. • Ability to supervise and coordinate the ac�vi�es of employees. • Ability to write rou�ne reports and business correspondence. • Knowledge at an advanced level of the legal requirements rela�ng to procedures and prac�ces used by the City Council. • Knowledge at an advanced level of the organiza�on of City government and statutory powers and du�es of City officials. • Knowledge of modern records management techniques including legal requirements for recording, reten�on, and disclosure. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook, Laserfiche, Munis) and ability to learn Agenda Management so�ware, CIMS cemetery so�ware, and JustFOIA public records management so�ware. Supervision Responsible for the overall direction, coordination, and evaluation of a department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include supervising subordinate supervisors and direct reports include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Updated: March 2024 The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Kellie Grace, City Clerk (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________