chief assistant clerk

2 weeks ago

Pontiac, Michigan, United States City of Pontiac Full time

JOB DESCRIPTION

CHIEF ASSISTANT CLERK

FLSA Status:  Salary/Exempt

SUPERVISION

Supervision Received:  This position reports to the City Clerk or other designated official.

DESCRIPTION

The Chief Assistant Clerk assists in the planning, organizing, directing and coordinating the activities of the City Clerk's Office; attends City Council meetings as required; assists in Council agenda review and adoption process; maintains official City documents and records; assists in the coordination and supervision of the City elections; coordinates and participates in the documentation, publication and maintenance of official city records as required; coordinates assigned activities with other City departments and outside agencies; provides highly responsible and complex administrative and technical support to the City Clerk

ESSENTIAL FUNCTIONS

OFFICE MANAGEMENT

  • Plans, directs and reviews the work of staff, sets work priorities, coordinates and schedules assignments; assists in the development of goals; reviews and evaluates work methods and procedures and prepares recommendations for improvement to the City Clerk.
  •  Coordinates and oversees the City's Records Management Program; maintains and updates the Records Management Manual; establishes and monitors city-wide retention schedules and destruction orders; conducts annual audits of City's recordkeeping and document retention operations; trains and advises designated staff members in proper records management; administers the city's records filing and distribution.
  • Researches complex legal and administrative matters; prepares summaries, reports and correspondence.
  • Reviews and revises policies and procedures.
  • Monitors and updates the City Clerk page on the City's website and social media platforms.
  • Administers Oath of Office in absence of City Clerk.
  • Serves as Acting City Clerk as required.
  • Participates in departmental budget preparation and budget administration.

ELECTIONS DIVISION

  • Assist with the supervision and coordination of all elections as required by statute.
  • Completes the Michigan Elections "Clerk Certification Program" within one year of employment.
  • Trains and supervises election inspectors and other office employees.
  • Supervises and checks operation of voting machines and related equipment, including preparation of test decks, as well as testing of the voting machines for each election as required by statute.
  • Reviews and divides election precincts as required by statute.
  • Supervises the issuance (recording, distributing, and filing) of absentee ballots.
  • Responsible for publishing/posting all election notices and information as required by Local, State and Federal laws.
  • Provides and maintains a supply of forms for all petitions required to be filled as authorized by Charter or statute.
  • Supervises registration of voters and updating (new, change of address, cancellation etc.) of registration records.
  • Supervises issuance of registration cards as voter registration changes.
  • Supervises and has the ability to utilize the State-wide Qualified Voter File to maintain voter information.

MARIJUANA REGULATIONS DIVISION

  • Assist with the planning and management of day-to-day operations of the Marijuana Regulations Division under the direction of the City Clerk.
  • Provide summary reports of regulatory initiatives and monitoring metrics for the Division.

OTHER DUTIES

  • Serves as Notary Public.
  • Attends and participates in professional organization meetings, seminars and workshops to stay abreast of innovations and new trends related to duties and responsibilities and informs staff of new development.
  • Communicates policies, procedures and programs to the City Clerk both orally and in writing.
  • Prepares reports and related information as directed by the City Clerk.
  • A high degree of sensitivity to the public and constituencies.
  • Budget preparation and management experience.
  • Strong writing and analytical skills.
  • Ability to think strategically, anticipate problems, and bring innovative solutions.
  • Excellent organizational and research skills with the ability to follow through.
  • A proven track record of delivering high-quality, error-free products with tight deadlines.
  • Ability to work a flexible schedule (days and evenings) to accommodate City Council and Commission meetings and deadlines.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and stand.  Be able to clearly hear constituents when speaking in person or on the telephone.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

QUALIFICATIONS

PREFERRED QUALIFICATIONS

  • Master's Degree in public administration, business administration or closely related field.
  • 3 years of supervisory experience in a City Clerk's Office.
  • Designation as a Certified Municipal Clerk (CMC) from the International Institute of Municipal Clerks (IIMC).

MINIMAL QUALIFICATIONS

  • Bachelor's Degree or equivalent with major course work in business administration, public administration or closely related field.
  • 3-5 years of local government management experience.
  • Designation as Michigan Professional Municipal Clerk (MIPMC) from the Michigan Association of Municipal Clerks.  
  • Computer skills that encompass effective use of word processing, spreadsheet, email and internet browser software.
  • Strong writing skills with ability to research, analyze and interpret complex written material.

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