at City of Nampa in NAMPA, Idaho, United States
Job Description
Job Title: City Clerk Hiring Salary (DOE): $23.78-$29.73 Position Salary (DOE): $23.78-$35.67 Reports to (Role): Mayor (Appointed Position) Department/Group: 0040/City Clerks Job Code: 2280 FLSA Status: Exempt Travel Required: None Position Type: Full-Time Job Family / Business Unit: 0040 Benefits Eligible: Yes
EEO Category: Professional PERSI Eligible: Yes
Role Statement for City Clerk:
The City of Nampa is looking for a motivated employee who directs and oversees City Clerk Department and serves as Clerk to the Mayor and City Council for technical and administrative support needs. Additionally, the City Clerk will serve as the official record keeper for the City.
Key Job Accountabilities:
• Serves as official recordkeeper of the City, including preparing and retaining meeting notifications, agendas, minutes, codes, and related documents, preparing resolutions for the destruction of records according to adopted retention schedule, and attending, recording, and providing transcription of Council meeting proceedings.
• Directs and approves the compilation and distribution of City Council, boards, and other commission or agency agendas, minutes, resolutions, and public hearing notices. Ensures notices and meeting minutes are recorded, transcribed, and posted, and all documentation and exhibits are maintained for public record according to City and State Code as well as the City policy. Attends City Council and/or other board and commission meetings to provide technical and administrative support.
• Administers the Oath of Office for elected Officials.
• Develops and implements City-wide electronic document management programs, policies, and procedures. Manages and ensures adherence to those established programs and policies.
• Directs the City’s Records Management Policy in partnership with the City’s Legal department
• Supervises the front counter customer service operations.
• Oversees cash, credit, and check receipting, accounting, and reconciliation of business licenses.
• Performs periodic audits of cash drawers.
• Ensures legal forms, claims, or documents filed with the City are transferred to appropriate staff for disposition and action.
• Performs review and analysis of completed work for accuracy and conformance to policies and procedures.
• Provides extensive customer service, education, and information to the public regarding City municipal and state codes, regulations, and licensing procedures.
• Provides back-up support to staff on more complex issues, or in order to assist with dissatisfied or difficult customers.
• Manages City Ordinances throughout development, drafting and adoption for inclusion in City Code or distribution as necessary and required by law, to include educating staff and public about the ordinance.
• Monitors and interpret changes in laws and regulations.
• Provides Notary Public services for the Clerk’s office.
• Prepares and administers the division’s budget.
• Coordinates and conducts municipal elections by disseminating proper legal notices and publications, and budgeting election expenses. Accepts and certifies candidate petitions.
• Acts as the City liaison for liability claims in consultation with appropriate department/division heads and legal counsel as needed, authorizing liability claims up to $5,000, representing the City in small claims court, and directing the preparation of letters to claimant regarding the status of claim.
• Plains, supervises, and evaluates the work of departmental personnel, including providing approval for the selection of staff, monitoring work schedules, interviewing for new or vacant positions, providing direction when necessary, disciplining as required, managing conflict, and rewarding employee performance when appropriate; or makes recommendations which are given particular weight about the change of status of other employees.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments.
• Assumes responsibility for other duties as required or assigned.
• Manages Passport Acceptance Facility Agent on behalf of the Department of State.
• Serves on the Alcohol Review Committee as a voting member and to take minutes.
Education, Experience Level, Certification Requirements:
• High School Graduate or General Education Degree (GED): Required
• Bachelors’ degree in Business Administration, Public Administration, Political Science, or a related field, or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
• 3 plus years of progressively responsibly experience in municipal administration serving a population of 80,000 plus and records management, including experience supervising a staff with significant and diverse responsibilities, or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks; and the ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.
• State of Idaho Municipal Clerks Certification within three (3) years of appointment.
• Certified Electronic Records Manager, Certified Records Manger (CRM), and/or Master's Municipal Clerk, preferred.
Knowledge:
• Considerable knowledge of the City’s principles and practices of public agency record keeping.
• Considerable knowledge of the City’s policies, procedures, ordinances, and resolutions.
• Considerable knowledge of municipal government operations, code maintenance and enforcement, charters, annexation, and applicable state statutes.
• Considerable knowledge of the basic concepts of risk management.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge sufficient to operate standard office equipment including computer, copier, fax machine, and postage machine.
• Knowledge of Idaho’s Sunshine Laws, Open Meeting Laws, and the Idaho Public Records Act.
• Knowledge of operational characteristics, services, and activities of a City Clerk’s office.
• Knowledge of modern municipal administrative methods and procedures, organizations,
The City of Nampa is an equal employment opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, national origin, veteran, disability status or any other characteristic protected by federal, state, or local laws.
