City Clerk

Job Overview

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Salary

$121,455 – $147,481 a year

Full Job Description

JOB

The City of Rochester welcomes applications for: City ClerkThe City of Rochester, Minnesota (pop. 115,000+) is accepting applications for the position of City Clerk to assist in providing leadership and strategic direction for the City of Rochester, Minnesota, a “First Class City”. The City of Rochester is a growing city that has been consistently rated one of the best places to live in the United States. Home of the world renown “Mayo Clinic”, the Destination Medical Center initiative was adopted in 2015 in partnership between the State of Minnesota, City of Rochester and Olmsted County. The purpose of this initiative is to secure Rochester as a global destination for health and wellness through investing over $500 million into the community over the next 20 years to support the growth and enhance the vibrancy of this destination city. Nature of WorkThis department head position provides strategic direction and leadership oversight to activities associated with the overall operation of the Office of the City Clerk. Work includes directing the City Clerk’s Team in performing charter, statutory and constitutional duties; providing vision and structure for City Council administrative support; administration of the election processes; administration of parking violations, administrative fine process, assessment process; and serving as a liaison with various audiences. This position reports to the City Administrator and works closely with City Council members, the Mayor, Department Heads and the public in the performance of assigned duties.Starting salary of $121,455 to $147,481 per year, depending on qualifications, with advancement to $173,507. Applications will be accepted for this opening until Sunday, February 28, 2021 at 11:59pm.

EXAMPLE OF DUTIES

The items below are representative of the scope of work performed within this job classification. The work is performed with considerable independence. *Statutory/Constitutional Duties of City Clerk’s OfficeDevelop and implement records management policies/procedures to ensure the maintenance and custody of official records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance documents and minutes.Certify public records.Maintain signature authority for the City.Prepare documents to be recorded and filed with the County and State.Serve as the responsible authority and compliance officer under Minnesota Data Practices Law.Provide official notifications to the public regarding bids, hearings and/or other public notices.Administer the Best-Value Bidding Process for the City.Receive and process petitions relating to City matters.Perform ceremonial duties; administer all oaths of office for the City.*Serve as Clerk to City CouncilDevelops, implements, and administers all aspects of the Agenda Management Process.Attend regular and special City Council meetings, oversee official record keeping at Council meetings.Perform follow-up activities resulting from Council meetings.Coordinate the referral of all petitions and communications to the Council.Prepare resolutions and ordinances, as needed.Serves as a subject-matter reference regarding meeting protocol (Robert’s Rules of Order) during Council meetings.*City Election ProcessesServe as the City election’s official by ensuring compliance with state laws related to municipal elections.Coordinate the redistricting process including securing all polling locations throughout the City.Register and instruct candidates concerning campaign financing requirements.Hire and train election judges.Coordinate with the Secretary of State’s Office and other election committees.Certify election results.Administer special elections or municipal recounts. Respond to requests from the media and general public regarding the election process.* Provide strategic direction and leadership for City Clerk’s TeamRecommend and initiate technology and software programs.Develop and administer policies/procedures and provide ongoing oversight for the issuance of various City business licenses, including alcoholic beverages, operators, cigarettes, taxicabs and other sundry licenses.Develop and administer policies/procedures and provides ongoing oversight for animal licensing, parking violations, the special assessment process, and the administrative fine process.Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures.Manage the development and implementation of goals, objectives, policies and priorities for assigned programs.Assist with the annexation process to ensure correct information, descriptions, and compliance to the approval process with the Minnesota Department of Administration.Oversee management of the City mail services.Budget Preparation and ManagementDevelop and administer the budget for the City Clerk’s team.Forecast revenues impacting City budgets independently and in collaboration with other departments.Implement budget adjustments.Coordinate cross-departmental budget allocations.Create standards and procedures for other departmental teammates in the development of reports, resolutions and other materials required for Council action.Within the community and organization, ensure increased understanding and support for departmental programs, services, and policies.Team LeadershipFoster a collaborative leadership style that encourages teamwork, promotes teammates initiative, and provides professional growth opportunities for all departmental employees.Develop and implement effective employee coaching and performance management strategies to ensure the achievement of organizational priorities and to create an environment that encourages innovation, teamwork, employee engagement, fiscal responsibility, and high-quality work.Create expectations and outcomes for employees to work collaboratively with other City department teammate, public agencies, customers, and the community.Oversee the recruitment, hiring, and orientation processes for new employees and ensure strategies are implemented to obtain and maintain a diverse workforce.Partner with the Human Resources professionals to resolve employment/labor relations issues and participate in collective bargaining agreement negotiations when requested.Demonstrate courage in providing direct and current feedback to others and addressing difficult people or situations when they occur.Eliminate negative or unproductive behaviors that are detrimental to the team or other teammates.Perform other duties as assigned or necessary.*ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and ExperienceA Bachelor’s Degree in public administration, finance, business administration, or a closely related field from an accredited college or university and at least eight years of increasingly responsible administrative or managerial leadership experience in municipal government.CertificationsPossession of or the ability to obtain an appropriate, valid municipal clerk certification issued by the Municipal Clerks and Finance Officers’ Association of Minnesota, International Institute of Municipal Clerks, or other certified IIMC ProgramDesirable QualificationsA Master’s Degree in public administration, finance, business administration, legal studies, or a closely related field from an accredited college or university, or completion of a Juris Doctrine. .

SUPPLEMENTAL INFORMATION

KNOWLEDGE, SKILLS, AND ABILITIESKnowledge of: the statutes, ordinances and charter provisions relating to the powers and duties of the office of City Clerk; modern office procedures and equipment, particularly with reference to filing, record keeping and cross-indexing systems; the forms and uses of personal property mortgages, liens, assignments, conditional bills of sales, and various other legal documents; the legal requirements relating to the procedures and practices used by the City Council in maintaining minutes and records; modern record-keeping and filing practices, procedures and equipment; applicable election and special assessment laws; the principles and practices of regulatory administration, including the enforcement of State and local liquor laws and other licensing regulations; and City processes to amend or enact ordinances.Skill in: the use of word processing, document imaging, spreadsheet and other applicable software applications; written and oral communications; comprehending various forms of documentation; detail orientation; and analyzing situations and information objectively.Ability to: work independently with general supervision; establish and maintain effective working relationships with subordinates, officials and the general public; lead, manage, plan, assign, and provide work direction in supervising administrative team positions; plan, install and provide oversight for detailed clerical systems; exercise independent judgment and initiative within assigned areas of management and fiscal functions; type accurately; meet deadlines under pressure; operate efficiently within various computer software applications; use resourcefulness and tact in solving problems; meet the public courteously and obtain and provide accurate information; understand and carry out complex oral and written instructions; communicate effectively, both orally and in writing; collaborate effectively with various internal and external audiences; process and maintain sensitive and/or confidential information; provide exceptional customer service with a high degree of professionalism; be courteous, patient and personable when working with others; work effectively as a member of a team and demonstrate compliance to the City’s organizational value statements and be committed to promoting a healthy team work environment; manage, coordinate, and implement programs; clearly document in writing any discussions and approvals relating to ordinances, statutes, or rules; and work with diverse teammates and diverse communities.PHYSICAL AND ENVIRONMENTAL CRITERIAIn compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below: Frequent demands: sitting and fine dexterityOccasional demands: walking, standing, bending, kneeling, crouching, carrying, pushing/pulling, climbing, reaching, handlingSensory requirements necessary in the performance of the essential functions of this position include: sight, touch, and hearing.Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

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