City Clerk

Job Title: City Clerk Department: City Clerk Classification: Management, Appointed* FLSA Status: Exempt Salary Range: $73,860.80-$111,843.17

REPORTING RELATIONSHIPS

Reports To: City Council Positions Supervised: Deputy Clerk/HR *The City Clerk is appointed by the Council. They shall hold office for indefinite terms at the pleasure of the Council. The Council may remove the City Clerk by an affirmative vote of at least five members.

FUNCTIONS & DUTIES

COUNCIL SUPPORT

Serve as the Clerk of the Council and provide administrative support. Serve as a liaison between the Mayor, City Council, administrative departments, state and federal agencies, and the general public. Administer and maintain the official edition of Roberts Rules of Order and act as the chief Parliamentary advisor to the governing body. Perform a variety of tasks to include budget preparation, Council travel and training arrangements, proofreading documents, drafting ordinances, conducting research and fact‑finding, and preparing agendas and applicable public notices. The City Clerk attends all council meetings, maintains journals, and certifies all actions of the Council. Provide notice of expiration or termination of any terms of office. Maintain all contracts and agreements. Attest/Seal all documents such as ordinances, resolutions and proclamations. Publish minutes and audio/video recordings of Council meetings to the City’s website. Make recommendations for improvement of code and assist the City Council, Mayor and staff in drafting ordinances. Periodically review City of North Pole code for deficiencies, conflicts, or obsolete provisions.

CITY CLERK

Prepare and maintain City Clerk Department Budget and participate in annual audits. Act as the Custodian of the Seal and manage municipal records, develop retention schedule and procedures for inventory, storage, and destruction of records according to City code. Maintains an index of all permanent municipal records, provides for the codification of ordinances, authenticate and certify records. Administer oaths, affirmations, and acknowledgments required by the applicable law, code, charter, and/or Alaska State Statute. Provide information as requested from state, federal, and other local government agencies as applicable to the office of the city clerk and respond to public records requests. Coordinate the annual commercial insurance renewals for vehicles, buildings, officials, and employees. Provide for a system of issuing City business licenses, and keep records of all holders of general City business licenses. Make available and receive Bed Tax Grant applications. May act as a second signature on checks. OTHER: Other duties as assigned by the City Council.

ELECTION ADMINISTRATION

The Clerk shall be the election supervisor and shall administer all City elections in accordance with City code and Alaska Statutes.

PERFORMANCE MEASURES

(Determined by Council) Successful applicant must pass a background check and take the oath of office. Appointment shall be tentative, and subject to a probationary period of one year. Probationary employees will be evaluated after completing three months of service, and again immediately prior to the completion of the one‑year probationary period.

ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES

Note: Any combination of education, training and work experience will be considered Education & Certification Hold a bachelor’s degree in Public Administration, Business, Accounting or other related field. Certified Municipal Clerk credentials preferred. Must be bondable in order to be certified as a Notary Public. Experience Two or more years’ experience as a municipal clerk or deputy clerk or related position in the private sector. Experience navigating challenging clerical work. Knowledge Use of advanced technical skills in the application of business principles and the performance of related practical municipal operations, with a comprehensive knowledge of the theories and practices of law, public administration, public information, FIOA requests, public records, personnel management or other fields. An understanding and working knowledge of municipal law, election procedures, Alaska State Statutes, digital privacy and record management. An understanding and working knowledge of parliamentary procedures and Robert’s Rules of Order. Use of advanced computer skills for analysis, communication and presentations and the operation of the following: personal computer, including word processing, database and presentation software, telephone, copy machine, fax machine, e‑mail, presentation, digital records management, digital recording devices, video conferencing. Ability to read, analyze, and interpret complex documents. Ability to respond effectively to sensitive inquiries or complaints. Ability to write resolutions, ordinances, proclamations or other articles. Ability to make effective and persuasive presentations on controversial or complex topics to Council, public groups, and/or other executive level individuals or organizations.

RESPONSIBILITY

Budget & Finance Responsible for moderate oversight of funds, assisting in the writing of grants and proposals to support the department’s operational budget, and/or facilitating intergovernmental financial support for municipal operations. Overseeing Operations Requires an intermediate level of responsibility for and oversight of multiple departmental operations or functional areas with moderate control of various staff and resource support within those functional areas, sometimes requiring interdepartmental coordination of staff and resources. Working w/ Others Works in an extensive capacity within other functional areas, including making recommendations to the City Council. Strong written and oral communication skills.

COMMUNITY / NETWORKING

Networking Frequently works with community residents, businesses, elected officials, and community groups. Informs the public, responds to public comment, meets or corresponds with press or media, and inform residents and groups on City issues.

GENERAL WORK ENVIRONMENT

Mixed political and administrative environment. Must be able to maintain a high degree of confidentiality and professionalism. Work is generally performed indoors in a climate‑controlled office environment with ability to sit, stand and lift objects. Must be able to work some evenings, attending all City Council meetings. Regular office hours are Monday-Friday, 8:00‑5:00. #J-18808-Ljbffr Akml