City Clerk Specialist

City Clerk Specialist

We are seeking a City Clerk Specialist who will perform a wide variety of technical, highly responsible, and specialized administrative support work for the City Clerk's office, the City Manager, and City Council. They will provide, maintain, and distribute public records, maintain contracts, report on City Council actions and prepare public notifications and notices, schedule meetings & appointments, assist in the coordination of City elections.

You are an organized, detail-oriented administrative professional who thrives in a fast-paced municipal environment. You take pride in maintaining accuracy and public trust, whether you are preparing City Council meeting packets, processing liquor and special event permits, or managing public records. With excellent communication skills and a commitment to confidentiality, you excel at balancing complex technical tasks with top-tier customer service for residents, staff, and city leadership.

What You'll Need To Be Successful In This Role

Education and Experience

• High school diploma or GED; and
• A minimum of two (2) years of progressively responsible administrative experience, including experience providing executive-level administrative support. Experience within a City Clerk's office or other municipal/local government setting is preferred

• Or any combination of education, experience and training which demonstrates the knowledge and experience to perform the work.

Desired Qualifications

• Certification as a Municipal Clerk (CMC).
• A bachelor's degree in business administration, public administration, political science, or a closely related field.

Special Requirements

• Valid Arizona Driver's License or ability to obtain within 6 months of hire.
• Ability to be bondable.
• Must have or obtain a Notary public certification within six (6) months.
• Certified Municipal Clerk or ability to become certified within three years.
• Certified Arizona Election Official, or ability to become certified within three years.

Necessary Knowledge, Skills and Abilities

Knowledge: Working knowledge of City organization, operations, policies and procedures; Federal, State, City and County laws, statutes, and ordinances relating to City government administrations; Federal and State Legislative processes and intergovernmental relations to include coordination of activities and communications; Principles and practices of modern records management, record retention and contract management; Municipal election process; Principles and practices leadership and supervision; Thorough knowledge of office practices and procedures; Customer service procedures and techniques; English spelling, grammar and punctuation; General bookkeeping practices and cash handling processes.

Skills: Skill in operation of listed tools and equipment; Interpreting, understanding and applying applicable Federal and State rules and regulations, and City policies and procedures; Assessing and prioritizing multiple tasks, projects and demands; Utilizing computers and relevant software applications; Working under pressure of deadlines and establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public; Reading and interpreting data, manuals and specifications; Taking and transcribing accurate minutes of meetings; Proofreading materials; Troubleshooting problems.

Abilities: Ability to accurately record and maintain records; Establish and maintain effective working relationships with employees, other departments, officials and the public; Communicate effectively, and provide clear explanations and answers, both orally and in writing; Effectively use computerized data management systems; Conduct research, analyze findings and prepare clear and concise reports and recommendations; Comprehend and make inferences from written material such as proposed legislation, legal opinions, Municipal Code, State statutes, Council and committee minutes in order to assess compliance with legal requirements. Respond to requests and inquiries from the general public, media, and city departments. Comprehend, summarize, edit and review documents for accuracy; Plan, organize, and/or direct the activities of others; Review and evaluate their work products; establish and maintain effective and accurate records and filing systems; Gather, research and interpret data; Carry out assigned projects to their completion and perform multi-tasks with numerous interruptions; Prepare legislative research and outlines, council agenda packets, minutes, write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar; Interpret rules, regulations, and policies and make decisions based upon them; Maintain confidentiality of information; Perform basic mathematical calculations; Participate in teamwork productively.

What You'll Do For The City Of Kingman

Council Support, Meetings, and Records Management (35%) Participates in agenda packet compilation, preparation, and distribution, ensuring all Council agendas, minutes, and notifications comply strictly with Open Meeting Law requirements. Arranges the preparation and publication of official notices, agendas, ordinances, and resolutions. Assists the City Clerk in the technical preparation, recordation, and transcribing of proceedings during special and regular meetings and public hearings of the City Council and other Boards and Commissions. Attends meetings, coordinates required follow-up on meeting action items, and may make presentations to Council, boards, commissions, and the public as assigned. Prepares and processes post-meeting City Council documents, including approved contracts, agreements, adopted resolutions, ordinances, and minutes, ensuring all materials and documents for signature are accurate and complete. Assists with formal bidding processes and required publications.

Administrative Coordination and Executive Support (25%) Schedules meetings, coordinates travel arrangements, and processes per-diem requests for the City Manager, Mayor, and Council, while providing backup administrative duties to their offices as required. Processes liquor license and special events permit applications, communicates with applicants, and assists in training City staff on the operation of Agenda Management and Special Event Permitting software. Maintains absolute confidentiality of work-related issues and City information, serves as a notary public, acts for the City Clerk in cases of absence, and fulfills peripheral duties such as attending workshops, serving on committees, and working flexible hours for special meetings.

Public Information, Licensing, and Records Administration (20%) Provides comprehensive information on City programs, codes, ordinances, and policies to staff, agencies, and the public. Researches records, provides customer assistance, processes public records requests, and refers complex questions to the City Clerk or City Attorney. Assists the department with records management by establishing, organizing, and maintaining filing systems, scanning and indexing records into electronic document management systems, and preparing records retention and destruction reports. Assists the City Clerk in planning and conducting City elections, drafts comprehensive reports or manuals, and assists in preparing quarterly and annual reports.

Financial Operations and Operational Improvement (20%) Performs general financial and accounting functions for the department by reconciling procurement card purchases, processing invoices, creating purchase orders, processing requisitions, and assisting with updating contracts and cooperative purchasing documents. Studies and recommends procedures to improve the efficiency and effectiveness of departmental operations. Maintains regular attendance as an essential function of the job to ensure operational continuity, and performs other special assignments as requested.

Miscellaneous

Be part of something great - build your future in Kingman. The City of Kingman is located in Mohave County approximately 100 miles southeast of Las Vegas and 195 miles northwest of Phoenix nestled between the beautiful Cerbat and Hualapai mountain ranges along historic Route 66. In 2019, Reader's Digest named Kingman one of the "Nicest Places in Arizona" for its thoughtful residents and spirit of generosity. In addition to its small-town look and feel, the area also offers a wide range of recreational activities that include hiking, bike and ATV trails, camping, golf, beautiful parks, historical attractions, nearby lakes and the Colorado River. With more than 400 full and part-time employees across 30 divisions, the City of Kingman provides exceptional public services to over 30,000 residents. Our focus on high-quality customer service, safety and teamwork underpins our efforts to foster an atmosphere where citizens and businesses can thrive.

Work environment: The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. See Physical Demands. Commitment to safety & wellness: It is the policy of the City of Kingman to ensure a safe, healthful workplace for all its employees. It requires that every person in the organization assumes the responsibility of individual and organizational safety. Injury and illness losses from incidents are costly and preventable. The City of Kingman will employ an effective accident and illness prevention program and a comprehensive wellness program that involves all its employees in the effort to eliminate workplace hazards and promote employee health and wellness. All employees are expected and encouraged to participate in safety and wellness program activities including the following: reporting hazards, unsafe work practices and accidents immediately to their supervisors or a safety committee representative; wearing required personal protective equipment; and participating in and supporting safety committee activities.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this