Office Supervisor

Job TitleRepresentative Job DutiesAssist the City Clerk and Deputy City Clerk in all aspects of departmental operations.Supervise, train, and support Clerk's Office personnel.Assist the Election Specialist with the preparation and administration of local, state, and federal elections.Verify eligibility for and issue business licenses in accordance with applicable laws, regulations, and ordinances.Maintain official City records and vital records with accuracy and confidentiality.Oversee the process and respond to Freedom of Information Act (FOIA) requests.Provide administrative and staff support to the City Council, including meeting preparation and meeting minutes.Create certified resolutions and arrange the public notices. Update Municode as needed.Perform administrative functions for the Clerk's Office, including payroll processing, budget preparation and monitoring, invoice processing, and record management.Ensure compliance with City Charter requirements and applicable laws, regulations, and policies.Handle confidential and sensitive information with discretion and professionalism.Perform other duties as assigned by the City Clerk, Deputy Clerk, or as outlined in the City Charter.Reports directly to the City Clerk and Deputy Clerk.Provides confidential administrative and operational support to the Clerk's Office.Job RequirementsRelevant experience, and/or Certified Municipal Clerk designation.At least three (3) years of increasingly responsible experience in Clerk department or municipal government, resulting in expertise in staff supervision and organization skills; the state and local legislative process; current election equipment, procedures, and laws; the ability to recognize, analyze, and address complex and/or sensitive matters related to all aspects of municipal operations.Considerable knowledge and expertise in the use of personal computers, including BS&A, NeoGov, Granicus, Adobe, Laserfiche, word processing, database, and spreadsheet software.Positive outlook and strong leadership skills. Public service attitude and ability to deal politely, tactfully and courteously with the public, elected officials, and City staff. Excellent interpersonal written and verbal communication skills; ability to maintain the confidentiality of material not subject to disclosure.Availability for night meetings, extended hours during elections, as well as ability to address urgent City business during non-business hours as necessary. Applicants will be subject to a criminal history background check.Provides confidential duties related to labor relations and employee relations.BenefitsWe offer a complete benefits package to career employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave and more!City of Southfield Employee Benefits SummaryOVERVIEWMandatory Benefits: Medical, Dental and Vision Elections, or Opt OutSupplemental Benefits: Term Life, Aflac, Met Law, Retirement Savings Account, Tuition Reimbursement, EAP, FMLA, Flexible Spending Account, Residency BonusBlended Pension Plan Employees - Defined Benefit SERS1.5% Multiplier for all years of service3 Years Final Average Compensation Upon Retirement10 Years Vesting5% Employee Contribution - Defined Contribution 401a MissionSquare3% 401 a City Contribution3% 401 a Employee Contribution (minimum)5 Year Vesting Schedule Health Savings - Effective July 1, 2020 Tier III and IV employees shall contribute 2% of pensionable wages and the City will contribute $100 per month. - 5 years of years of service: 50% vested6 years of service: 75% vested7 years of service: 100% vestedParticipation in the RHS begins on the first day of employment and end on the day of separation.Life Insurance MetLife - The city provides term life insurance benefits with accidental death and dismemberment for qualified employees as soon as possible, through the proper insurance carrier in accordance with the following schedule: - AFSCME 329: 0-30 months employment $30,000 life and ADD, after 30 months of employment $50,000 term life, accidental death and dismemberment coverage.ACS TPOAM PST AFSCME 3636:$50,000 Term life and $50,000 ADD InsuranceMedical Elections - Blue Cross Blue Shield of Michigan (2025)Community Blue PPO 10Community Blue PPO 12Community Blue PPO 15HAP HMO - Dental - Blue Cross Blue ShieldVision - Blue Cross Blue ShieldHealth insurance 1stday of the next month of hire date.Employee has 30 Days to select benefits, otherwise will wait until open enrollment.COBRA coverage through TASC – in the event of separation– you are entitled to continuation medical coverage up to 18 months.Retirement Savings AccountSupplemental - MissionSquare 457borT. Rowe Price 457bRetirement savings account with no employer contribution. Funds, added to a 457 can be pre-tax or post-tax. - Pre Tax funds lower taxable income in bi-weekly paycheck; however, taxes may have to be paid upon the distribution of funds in retirement.Post-tax deferrals are taken from already taxed funds in your paycheck, which means that little to no taxes will be paid upon distribution in retirement. Loans are available.Supplemental - Tuition Reimbursement75% reimbursement for tuition and fees (excluding late fees) for city-related classes or degree programs with a grade of "B" or better, up to $2,500 annually, plus 75% for required books. - Residency BonusAnnual residency bonus of 1.5% of annual salary by Jan 1st with proof of residency. Elected officials and contractual employees ineligible.Fire and Police ExcludedSupplemental - MetLifeVoluntary Term Life and ADDAdditional life Insurance can be purchased for employees and dependents at an additional cost for the employee. - AFLACShort term disability, cancer, accident and hospitalization insurance. Dennis Patton View email address on click.appcast.io - EAP UllianceEmployee Assistance Program through Ulliance- six free counseling sessions, legal, finance and life coaching programs. Supervisors are not notified if employee uses services. - FMLAFamily Medical Leave Act worked up to 1250 hours or one year. Can take off time to care for a medical emergency for themselves or immediate family members for up to 12 weeks unpaid. Absences approved by BASIC or FMLA vendor.Supplemental - FSA & Dependent CareFlexible Spending Accounts and Dependent care through TASC are pre-tax funds that are used to cover certain out-of-pocket medical expenses and childcare costs. A total dollar amount is elected, and a debit card is sent to you to pay for incurred expenses. - Pre-tax funds are deducted bi-weekly to cover the cost of the total amount you have elected. There is an annual election limit of $3,300 for 2025.Renew Annually, it's not automatic.