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City Clerk Specialist

3 months ago

Glendale, United States City of Glendale, AZ Full time

**Description**:
**The Role**:

- The City Clerk Specialist performs more difficult administrative and technical support functions for the City Clerk’s Office with limited supervision, focusing on a wide variety of independently performed tasks in the area of Records Management.**Benefits**:
The City of Glendale offers a generous benefits package with competitive rates that become effective the 1st of the month following 30 days of employment. You can review the FY25 Benefits Guide (Download PDF reader) (Download PDF reader) or visit the City of Glendale’s Benefits page for more information.**Holiday, Vacation, and Sick Leave**:
Regular status positions offer:The City of Glendale observes 10.5 holidays per year, and full-time employees are also granted an additional 12 hours of holiday special leave per calendar year to celebrate their cultural or religious holidays.
-Vacation leave accrues at:

- 5.33 hours per pay period (138 hours/17.25* days per year)
- Increases to 6.12 hours after 5 years
- Then caps out at 7.6 hours after 10 years of service.
-Sick leave accrues at 4.4 hours per pay period (114 hours/14.25 days* per year).
- Days per year estimates are based on an 8-hour work day._

**Retirement**:

- This position participates in the Arizona State Retirement System (ASRS).
- Contribution is mandatory, and the current contribution rate is 12.27%.**This position will be open until filled; applicants will be reviewed as they are received.**

**Essential Functions**:
**Administrative Assignment**:

- Answers incoming phone calls and greets walk-in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
- Receives, processes, and accepts various contracts, extension letters, etc. both digitally and manually, inputs data into electronic databases.
- Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
- Acts as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
- Processes and verifies general financial and purchasing functions and entries using a city issued procurement card. May collect payments and fees from customers.
- Maintains electronic posting boards ensuring agendas, minutes, and the weekly Notice of Quorum is posted on behalf of the City Council and in conformance with local, state, and federal laws.
- Maintains an Arizona Public Notary Commission and is the main processor of incoming notary requests.
- Performs other related duties as assigned.

**Records Management Assignment**:

- Answers incoming phone calls and greets walk-in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
- Manages city records by evaluating retention, archival and disposition of records; determines and implements retention requirements; communicates requirements to other departments; maintains records databases by searching and editing data and tracking records.
- Administers records management program by updating and maintaining all forms and materials; develops best practices; responds to questions and inquiries; develops and administers applicable training programs; and ensures compliance with all local, state, and federal regulations.
- Develops electronic document management system indexing standards and provides a lead role in cleaning up existing City records.
- Provides customer service by handling requests, researching data, and archiving records.
- Provides administrative support by acting as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
- Provides customer service by handling requests, researching data, and archiving records.
- Performs other related duties as assigned.

**Minimum Qualifications/Special Requirements/Success Factors**:
Two years of administrative support or records management experience preferably in a City Clerk Office or related field.

**_ Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education._** Knowledge of**:

- Departmental policies and procedures
- Record keeping practices and procedures
- Customer service procedures and techniques
- Standard office practices and procedures
- Alphabetizing and filing systems
- General bookkeeping practices and methods

**Ability to**:

- Follow oral and written instructions
- Respond to reque