To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: City Clerk

Pay Grade: 227 ($87,260.40 - $143,979.65)

FLSA Status: Exempt

JOB SUMMARY

Under the direction of the Mayor, City Council and City Manager, the City Clerk performs highly responsible administrative and managerial duties in accordance with the City Code, Arizona Revised Statues and Federal regulations.

ESSENTIAL JOB FUNCTIONS

• Provides support to the Mayor and Council by providing assistance with City Council meetings, postings and advertising, and citizen inquiries.
• Manages, directs and organizes the activities of the City Clerk’s office.
• Manages the retention of all public documents and information not assigned to the custody of some other officer as per the City Code.
• Records all official proceedings; supervises the preparation of all minutes and other documents; directs the posting, publication, filing, indexing website posting, and storage of all proceedings of the City Council.
• Plans, conducts and oversees all City of Page elections and assists Coconino County with early voting. Receives all candidate financial paperwork. Oversees preparation and distribution of candidate petitions.
• Keeps convenient for public inspection all public records and public documents under his/her control as provided by State Statutes.
• Attends City Council meetings, workshop meetings, and some executive sessions.
• Coordinates and maintains the records management system program. Participates in the development of computerized systems for the City’s record system. Identifies official records and schedules retention and orderly destruction of records according to established procedures.
• Oversees all records that pertain to the business of the City or that City Manager, Mayor or City Council directs.
• Supervises and participate in developing and administering the office budget.
• Selects, trains, motivates, evaluates City Clerk staff.
• Receives bid documents and proposal submissions for the City and assists in the bid opening process.
• Oversees and prepares agendas for the City Council and other boards and commissions as assigned. Prepares appointment letters to all board and commission members as required.
• Serves as designated custodian of City seal. Seals and attests all deeds, contracts, minutes, ordinances and resolutions of the City. Issues all licenses, permits and such other documents as required by City Code.
• Serves as ex-officio treasurer as stated in the City Code of the City of Page.
• Processes liquor license.
• Performs other related duties as assigned.

QUALIFICATIONS

Education and Experience:

• Bachelor’s degree in Business or Public Administration or related field, and
• Four (4) years of increasingly responsible administrative support experience in the public sector, including two (2) years of supervisory experience;
• or equivalent combination of education and experience will be considered.

Licenses or Certifications:

• Certified Municipal Clerk status preferred.
• Certified Municipal Elections Official or ability to obtain this designation.

Special Requirements:

• Notary status desirable.
• Must be bondable.

Knowledge, Skills and Abilities:

• Knowledge of pertinent Federal, State and local laws, codes and regulations including those related to municipal elections and records management.
• Knowledge of computers including word-processing, spread sheets and the internet.
• Skill in verbal and written communication.
• Ability to conduct the business of the City with the utmost of confidentiality.
• Ability to perform under stressful conditions.
• Ability to maintain a neutral position in confrontational situations.
• Ability to demonstrate excellent interpersonal and organizational skills.

PHYSICAL DEMANDS

While performing the duties of this job, the employee must exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The following physical abilities are required: fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking.

WORK ENVIRONMENT

The work requires decision making that could lead to major community or organizational consequences if this position fails to make the appropriate decision at the time.

Page has the right to revise this job description at any time. This description does not represent in any way a contract of employment.