8.e Job description_City ClerkCity of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: CITY CLERK
STATUS: Full-time (approximately 40 hours/week) regular position
Normal working hours per personnel policy, except some
evenings for meetings and during elections
FLSA Exempt
General Definition of Work
Performs highly responsible and moderately complex administrative work that requires
knowledge of laws and regulations affecting City operations. Work is performed under the
general direction of the Administrator. Continuous oversight is exercised over Office
Assistant (PT).
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential
function satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
ESSENTIAL FUNCTIONS:
1. Acts as frontline reception for telephone calls and walk-ins, answering questions
and providing direction.
2. Provides clerical support using word processing and spreadsheet software to
produce correspondence, reports and mailing lists; coordinates preparation of
meeting packets for the City Council, Planning Commission and other
committees as assigned; processes and distributes mail; serves as Notary
Public.
3. Responsible for Community/ Senior Center and parks rentals and functions,
including orientation and follow up with renters. Serves as Certified Food
Manager for the licensed Community Center kitchen and oversees its operation.
4. Serves as Clerk, attending and taking minutes at City Council, Planning
Commission and other meetings as assigned; ensures that official notices,
documents and contracts are properly published and recorded; and signs
documents. Maintains official city records such as ordinances, resolutions, code
books, minutes, etc. in conformance with federal and state laws. Updates city
website with information and documents as needed.
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5. Manages elections including recruiting and conducting election judge training,
performing diagnostic testing on voting equipment, candidate filings, and
publication of notices to ensure correct election procedures are followed. Serves
as election lead person for the City.
6. Administers accounting and payroll functions; Enters and processes claims for
payments, preparing payroll for all departments including PERA, insurance and
retirement deductions, State and Federal tax reporting, W -2's and 1099's;
maintains special assessment data and conducts searches; and prepares
accounts payable and receivable for City Council review and approval.
7. Assumes primary responsibility for maintaining and purging filing system in
accordance with records retention policy and Data Practices Act with exception
of records on the custodianship of other city staff. Provides public access to
official documents and public records in accordance with State Statutes.
Oversees electronic data storage of city records.
8. Manages business licensing processes including liquor, tobacco, gambling and
special events. Works with Building Official and Electrical Inspector to process
and issue building and electrical permits. Acts as Recycling Coordinator with the
County recycling program.
9. Monitor needs and order supplies for City departments and Community Center.
10. Monitors the status of permit requests to assure timely processing and
completion between City staff, contractors, and appropriate review bodies.
11. Assists in the reporting of workplace injuries and other insurance claims.
12. Perform other duties as apparent or assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Must be able to manage multiple tasks and prioritize duties which require public
contact on a daily and continual basis, requiring a high degree of tact, courtesy
and sound judgement.
2. Working knowledge and skills of generally accepted office procedures, software,
computer technologies and filing practices. Ability to learn new software and
technologies as required.
3. Ability to develop and maintain general working knowledge of all city services
and functions, including ordinance and development code matters.
4. Ability to develop and maintain effective working relationships with City
personnel, elected officials, outside agencies, and the general public with
excellent organizational and customer service skills.
5. Ability to handle and maintain confidential information.
6. Ability to work independently to complete projects and daily responsibilities by
prioritizing tasks with basic supervision. Exercises strong discretion and
independent judgement.
7. Ability to communicate effectively both orally and in writing with superior detail
and proofreading skills.
8. Ability to maintain a high level of integrity and ethical performance at all times.
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EXAMPLES OF PERFORMANCE CRITERIA:
1. Public contacts are courteous and professional and the information provided is
accurate and timely.
2. Work produced is professional looking, accurate and error -free.
3. Requirements of state laws and local ordinances and policies are met.
4. Has the capacity to provide services and information to the public and to perform
assigned tasks at a high level of detail with minimum direct supervision.
5. Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
Education and Experience
Associates/Technical degree and moderate experience in municipal government, or
equivalent combination of education and experience.
Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly
requires sitting, speaking or hearing and using hands to finger, handle or feel and
occasionally requires standing, walking, reaching with hands and arms, lifting and
repetitive motions; work has standard vision requirements; vocal communication is
required for expressing or exchanging ideas by means of the spoken word and
conveying detailed or important instructions to others accurately, loudly or quickly;
hearing is required to perceive information at normal spoken word levels and to receive
detailed information through oral communications and/or to make fine distinctions in
sound; work requires preparing and analyzing written or computer data, operating
machines, operating motor vehicles or equipment and observing general surroundings
and activities; work occasionally requires exposure to outdoor weather conditions; work
is generally in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
Commissioned as a Notary Public within six months of hire.
Certified Food Manager and Fire Warden certifications within six months of hire.
Election training within one year of hire.
Valid driver's license in the State of Minnesota.
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