City Clerk

SUMMARY OF POSITION

Responsible for carrying out the duties of the City Clerks office, as prescribed by statute, and managing all functions of the office, including: serving as the Clerk to the City Council preparing official meeting agendas and minutes publishing legal notices conducting bid openings processing contracts and agreements filing insurance claims filing certified documents with the County and other agencies administering elections processing data requests coordinating auctions supervising Division Specialist and maintaining official records and files for the City.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinates and compiles the City Council agenda items and prepares packets for meetings. Attends and records City Council meetings. Records and prepares agenda and official minutes of record of all City Council proceedings, including official recordkeeping of official actions and publication of meeting notices.
• Carries out the statutory functions of the Office of City Clerk, including: execution of all legal documents on behalf of the City, in conjunction with the Mayor maintains official documents of record such as oaths of office, claims against the City, and audited annual financial statements files certified documents with the County and State is custodian of the City seal conducts bid openings certifies acknowledgments and administers oaths.
• Supervises Division Specialist and coordinates and directs the work flow of City Clerk tasks completed by the Administration Department Assistant.
• Processes contracts and agreements, including ensuring they are fully executed, the required bonds and insurance certificates are received, and the necessary closing documents are filed prior to final payment.
• Responsible for documenting and tracking all vehicle, property, and general loss claims for the City filing the claims with the City’s insurance carrier and coordinating repairs and/or settlements with various departments, claimants, and the Finance Department.
• Administers local, state, and federal elections, in accordance with Minnesota statute, including: completing ongoing training requirements preparing election calendars arranging for polling places establishing precinct boundaries preparing statistical analyses keeping abreast of election law changes testing equipment recruiting and training election judges and election officials.
• Administers issuance of municipal licenses and coordinates the renewal process for liquor, wine, and 3.2 malt liquor licenses. Processes applications for various licenses and permits, including massage therapists and massage therapy businesses, tobacco, peddlers/solicitors, gambling, tree workers, refuse, filling stations, kennels, and others. Recommends fees and prepares official reports on the Citys applications for permits and licenses.
• Manages and maintains City records in accordance with the Data Practices Act and serves as the Citys Responsible Authority and Data Practices Compliance Official. Responds to data requests and trains Data Practices Designees to receive and comply with requests for government data.
• Directs and manages official recordkeeping and notification requirements for the City, and finalizes official City documents, including: legal notification of public hearings publication of required legal notices numbering and tracking all resolutions and ordinances codification of the Citys ordinances distribution of City Code books and ensuring all procedural requirements are completed relating to special assessments and other financial documents.
• Serves as an ex-officio member of the Board of Trustees of the Apple Valley Firefighters Relief Association.
• Coordinates the public sale of unclaimed personal property, surplus City property, and abandoned vehicles.
• Prepares and manages division budget.
• Answers a variety of public inquiries regarding municipal practices, policies, licensing, claims, and applications.
• Responsible for the ongoing development and maintenance of the City’s central filing system and maintenance of the Citys record retention/destruction program.
• Performs other duties consistent with the responsibilities of the position as apparent or assigned.

QUALIFICATIONS

• Associate degree in business, office administration or closely related field of study.
  Completion of a post-secondary certificate program or equivalent in a relevant field, plus five years of recent executive administrative assistant experience may be substituted for an associate degree.
• Three years of recent executive administrative assistant experience.
• Excellent written and oral communication skills. Must be able to communicate effectively and tactfully in both written and oral form in responding to inquiries from City staff and the general public.
• Ability to exercise initiative, discretion, and independent judgment.
• Ability to meet deadlines, work effectively under pressure, and competently handle a number of different tasks in a single period of time.
• Strong organizational skills and ability to accurately maintain records, files and data.
• Excellent computer skills in MS Word and Excel. Previous experience working with electronic records systems.

• Previous experience in local government strongly preferred.
• Experience working with elections and knowledge of election laws and procedures.
• Certified Municipal Clerk of Minnesota designation.
• Experience in supervision of employees.

• Work is performed primarily in a standard office environment that includes exposure to computer screens.
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard and to verbally communicate to exchange information.
• Primary job functions require sufficient physical ability and mobility to work in an office setting to stand or sit for prolonged periods of time to occasionally stoop, bend, kneel, crouch, reach, and twist to lift, carry, push, and/or pull light to moderate amounts of weight (25 pounds) daily during election season and sporadically throughout the year.
• Must be available and responsive for meetings and events outside business hours. Requires attendance at twice-monthly evening City Council meetings and extended hours for multiple days preceding and during elections season.

ADDITIONAL INFORMATION

Reports to: City Administrator.

Starting Pay: Within stated range, dependent on qualifications.

Schedule: Full-time exempt (not eligible for overtime compensation). Monday – Friday, days. Must be available and responsive for meetings and events outside business hours. Requires attendance at twice-monthly evening City Council meetings and extended hours for multiple days preceding and during elections season.

Post-Offer Requirements: Offers of employment are contingent on acceptable result of background investigation.

Application: Apply online before the deadline. Late or incomplete submissions not considered.