City Clerk Specialist

The City Clerk Specialist performs specialized administrative, technical, and program work in support of City Clerk operations, including legislative processes, boards, commissions, committees, public notices, records management, licensing, special events, elections, and customer service. The position supports compliance with applicable laws, regulations, policies, procedures, and statutory deadlines while coordinating with internal departments, external agencies, city leadership, elected officials, appointed members, applicants, vendors, and the public. Work requires considerable attention to detail, sound judgment, knowledge of city systems and Clerk-related processes, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment. The position may serve as a lead worker, subject matter resource, or backup for assigned program areas based on operational needs and supports process improvement, training, tracking, and continuity of department operations. The ideal candidate will have three or more years of progressively responsible experience, govermantal, or related experience, prefally The ideal candidate will have progressively responsible administrative or governmental experience, preferably in a municipal or public-sector environment. The successful candidate will be organized, detail-oriented, dependable, and able to manage multiple priorities and deadlines. Experience with agendas and meetings, boards and commissions, licensing, records, elections, special events, or other City Clerk functions is highly desirable. The candidate will also demonstrate strong customer service, communication, initiative, adaptability, and sound judgment. At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values: Adaptability - Integrity - Initiative - Empathy - Optimism – Innovation Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview. All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as it will come from a system generated source. This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned. Supports legislative, agenda, meeting, and public notice processes. Coordinates and supports City Council, boards, commissions, committees, and subcommittees meeting processes, including agenda preparation, minutes, postings, legal notices, Council Action Reports, meeting coordination, and pre- and post-meeting follow-up in compliance with applicable laws, policies, and procedures. Coordinates boards, commissions, committees, and appointment-related processes. Maintains rosters, terms, vacancies, applications, recruitment materials, appointment and reappointment tracking, correspondence, and related records. Provides information, guidance, and training support to department liaisons and appointed members to promote consistency, compliance, and continuity across boards, commissions, and committees. Processes regulatory licensing, permits, and official filings. Receives, reviews, coordinates, and processes regulated licensing applications, special event permits, legal advertisements, annexation-related notices, document recordings, affidavits, and other official filings in accordance with statutes, City Code, standard operating procedures, and regulatory agency requirements. Supports records, public access, and official document management. Maintains and processes official documents, records, filings, correspondence, website content, and public-facing information. Provides records support, notary services, document formatting, and backup coverage for records-related functions to support accurate recordkeeping, public access, and department operations. Provides customer service and coordination with internal and external stakeholders. Responds to inquiries and supports communication with residents, applicants, vendors, regulatory agencies, department staff, board and commission liaisons, elected officials, appointed members, and members of the public. Coordinates time-sensitive processes and resolves procedural questions while maintaining a high level of professionalism, accuracy, and customer service. Performs administrative, customer service, and operational support activities for the City Clerk’s Office. Coordinates department purchasing, accounts payable, contracts, records, and workflow tracking; responds to inquiries from the public and internal customers; maintains operational documentation and training materials; monitors performance metrics; and supports continuous improvement initiatives to ensure efficient, compliant, and customer-focused service delivery. Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Experience: Minimum one year of experience in a related field. Certifications and Other Requirements: Valid Driver’s License and Notary Public (or the ability to obtain Notary Public within 6-months of hire). Reading: Work requires the ability to read and comprehend general correspondence, manuals, code books, memorandums and reports at a college level. Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division. Writing: Work requires the ability to write memoranda, correspondence, reports and produce written documents at a college level. Managerial: Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure. Policy/Decision Making: Significant - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized. Technical Skills: Comprehensive Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities. Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. 3-Month Goals Become familiar with the city’s Special Event permit process, including application requirements, review timelines, department responsibilities, applicant communication, approvals, and permit issuance. Review and become familiar with applicable Special Event procedures, standard operating procedures, City Code requirements, department requirements, and other guidance used to process and coordinate applications. Develop working relationships with departments involved in the Special Event review process and understand when and how to communicate with each department to obtain required information, resolve questions, and keep applications moving forward. Demonstrate proficiency in monitoring applications, deadlines, outstanding requirements, and workflow responsibilities by effectively using department systems, tracking tools, Microsoft Office applications, SharePoint, and other applicable City Clerk tools. Become familiar with assigned City Clerk functions and begin providing support for related programs, including licensing, permits, records, public notices, elections, and other operational responsibilities as assigned. 6-Month Goals Independently coordinate Special Event applications from intake through completion, including reviewing applications for completeness, routing materials to departments, monitoring deadlines, following up on outstanding requirements, communicating status updates, and preparing permits for issuance. Serve as a primary point of contact for Special Event applicants and participating departments by clearly explaining requirements, providing timely updates, facilitating communication, and helping resolve procedural questions while maintaining consistent customer service. Independently administer assigned City Clerk programs and operational processes, including maintaining accurate documentation and tracking, monitoring deadlines, coordinating with internal departments and external stakeholders, and ensuring established procedures are followed. Maintain and update Special Event reference materials, templates, tracking tools, standard operating procedures, and customer-facing information to promote consistency, accuracy, and continuity of the program. Identify at least one opportunity to improve the Special Event process, customer communication, workflow, tracking, or coordination with departments and develop a recommendation for implementation. 12-Month Goals Serve as a knowledgeable resource for the Special Event program by providing reliable guidance to applicants, City departments, and City Clerk staff regarding application requirements, timelines, established procedures, and department responsibilities. Demonstrate the ability to independently manage the Special Event process with minimal supervision, including prioritizing competing applications, anticipating deadlines, identifying outstanding requirements, and proactively coordinating with departments and applicants to keep processes on track. Demonstrate effective cross-department coordination and communication by maintaining productive working relationships, facilitating timely reviews, resolving routine process questions, and ensuring stakeholders understand responsibilities and next steps. Implement or substantially contribute to at least one approved improvement to the Special Event program that enhances efficiency, consistency, tracking, communication, customer service, or continuity of operations. Demonstrate independent and accurate use of department systems, tracking tools, templates, and procedures, including the ability to troubleshoot routine issues, maintain complete records, and identify opportunities to improve established workflows. Consistently demonstrate strong organization, follow-through, professionalism, and customer service while managing time-sensitive work and communicating effectively with applicants, departments, external agencies, vendors, and members of the public. #J-18808-Ljbffr City of Goodyear