Chief Assistant Clerk

FLSA: Administrative exemption

This is an appointed position. The Chief Assistant Clerk is appointed by the City Clerk subject to the consent of the City Council.

Summary: 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

Supervision

Supervision Received: Works independently under the general supervision of the City Clerk.

Supervision Given: Supervises office staff responsible for maintaining official city records, conducting elections, providing information to the public and support to the City Council and Charter Commission.

Job Environment

• The environment in City Hall is one of a typical business office environment, with electro-mechanical computer- and telecommunications-related equipment; exposure to noise from shredders, printers, copiers, telephones, and other computer-related equipment.
• Operates PC-based computer system and other office equipment.
• Has regular, daily contact with personnel and offices throughout the City Hall in answering questions and solving problems.
• Has access to public information files in the computer systems.
• Errors could result in the damage to or loss of information resulting in legal consequences to the City.
• The noise level is usually low.
• Employee may be required to drive to assist election inspectors at precinct locations.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position:

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 statue.
• 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 filed 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.

Marihuana Regulations Division

• Assist with the planning and management of day-to-day operations of the Marihuana 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

Preferred Qualifications

• Master’s Degree in public administration, business administration or a 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 a 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
• 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

An employee in this classification must possess upon hire and maintain a valid Michigan Operators license.

Knowledge, Ability, and Skill:

Knowledge:

• Knowledge of City charter and City codes relating to elections and all activities of the City Clerk’s Office.
• Knowledge of the Hart election equipment.
• Knowledge of Michigan constitution, election laws, and records management.
• Knowledge of principles and practices of public administration and municipal government.

Ability:

• Ability to understand, speak, and write in the English language.
• Ability to read and interpret documents and write routine reports and correspondence.
• Ability to speak effectively before a group of persons.
• Ability to research and analyze relevant constituent issues, to track legislation, and prepare briefings and materials.
• Ability to deal with customers who may become verbally combative in a telephone or personal situation.
• Ability to perform multiple tasks accurately and efficiently under time constraints.
• Ability to work both independently and cooperatively.
• Ability to exercise professional judgment and maintain confidentiality when necessary.
• Ability to problem solve and embrace challenges.
• Ability to apply the overall mission of a department to make executive decisions.
• Ability to review several diverse reference sources and select and synthesize data for reports and other forms of correspondence.
• Ability to apply instructions and guidelines in the disposition of problems.
• Ability to understand and follow complex instructions, manage multiple tasks and work effectively under stress and with interruptions, within deadlines and with changes in work priority.
• Ability to use diplomacy, discretion, and judgment when dealing with customers and residents.
• Ability to make decisions and take necessary actions.
• Ability to maintain composure during stressful situations.
• Ability to efficiently handle multiple tasks requiring a high degree of attention to detail.
• Ability to establish and maintain effective working relationships and use good judgement, initiative and resourcefulness with the public, elected officials and other employees.
• Ability to produce grammatically correct and factual written reports, records and correspondence and to quickly and accurately translate spoken discussion into clear, concise meeting minutes.

Skills:

• Computer skills that encompass effective use of word processing, spreadsheet, email, and Internet browser software.
• Skill in effectively communicating ideas and concepts, verbally and in writing.
• Strong writing skills.
• Skill in research and analyzing and interpreting complex written material.

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 made to enable individuals with disabilities to perform the essential functions.

Minimal physical effort required to perform work under typical office conditions. While performing the duties of this job, the employee is regularly required to sit and stand; must regularly lift and or move items up to ten pounds, frequently lift items up to 25 pounds, and occasionally lift or move items up to 50 pounds; 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.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.