POSITION TITLE: Town Clerk / Office Manager
REPORTING RELATIONSHIP: Town Manager / Town Council
STARTING DATE: 15 June 2020
POSITION IS OPEN UNTIL FILLED
Administers the activities of the Office of the Town Clerk for the Town of Huachuca City. Performs a variety of routine and complex supervisory, clerical, and administrative work in preparing and maintaining the official records of the Town, establishing and maintaining a historical data base, and administrating municipal elections. Management duties will include budget development and administration, staff management, public information, and responsibility for coordinating daily municipal operations. Develops and carries out policies, procedures and programs as related to both daily and long range management of the Town. This position operates under the administrative direction of the Town Manager, and serves at the pleasure of the Town Council. The Town Clerk shall be reappointed biennially following Council elections, per Town code.
1. Supervises and performs work involved in maintaining and attesting to official Town documents and records; affirms, signs, transmits and notarizes legal Town documents; directs the official publication of notices; officiates at bid openings and directs the preparation of contracts and agreements between the Town and bidders; maintains the municipal code; maintains Town ordinances, resolutions, minutes of Council meetings, deeds, contracts, agreements, Town vehicle and equipment titles; administers records management program for current and archival documents; posts and advertises official meetings, public hearings, requests for proposals, and documents of public interest.
2. Applies Arizona’s open meeting and public records laws, including coordinating and supervising the preparation and distribution of agendas and supporting materials for Council meetings; attends meetings of the Town Council; provides follow-up on actions directed or taken by Council; provides a wide range of information to Council, staff, other governmental agencies, citizens, and the news media; plans, prepares, and presents oral and written reports to Council and staff.
3. Plans and directs the maintenance, filing, safekeeping, and timely destruction of official documents in accordance with Arizona public records laws and provides certified copies when required.
4. Corresponds with other governmental jurisdictions on matters addressed to the Town Clerk, Town Manager, Town Council and Mayor.
5. Researches state and federal regulations in relation to Town operations. Determines impacts of new or modified regulations or state policies and develops or assists in modifying operations or facilities to comply with these regulations.
6. Prepares draft ordinances and resolutions for Council’s consideration.
7. Works with the Secretary of State, Department of Revenue, Southeast Arizona Governments Organization, Cochise County, Sierra Vista Municipal Planning Organization, Fort Huachuca Military Reservation, regional planning committees, the public and area municipalities on codes, standards, permits, record keeping and reporting.
8. Investigates complaints, notices and inquiries in cooperation with Town, County and State officials.
9. Attends training and education sessions to improve knowledge of state and federal regulations and municipal management.
10. Develops and provides community education programs on election issues.
11. Plans and conducts Town elections; orders and maintains election supplies; ensures elections requirements compliance by candidates and political action committees.
12. Responds to citizen, department, and news media requests for information concerning Town elections and council actions, resolutions, and ordinances.
13. Assists the Town Manager in the administration of Town operations, equipment, employees, and programs.
14. Recommends policies for the Town Manager and Town Council’s consideration; develops, manages, and submits annual budget.
15. Supervises front desk operations which includes collection of utility payments, management of utility accounts, and town transit personnel.
16. Assures staff is properly trained so that daily operations comply with permits, codes and federal, state, local, and Town policies and procedures.
17. Maintains financial records and prepares annual budget, Capital Improvement and Equipment Replacement Plans for department. Assures that department operations are completed in accordance with the approved budgets and plans.
18. Responsible for cash paid in at Town Hall being deposited with the Town Finance Office on a daily basis.
19. Evaluates data, plans, trends and issues concerning the operation of the Town.
20. Meets with members of the public and provides information, assistance, or referral to other departments or agencies.
21. Operates equipment and vehicles safely and for their intended purpose; oversees preventative and routine maintenance on all equipment, and provides training on equipment use and daily operations to employees as needed.
22. Supervises Department of Corrections inmates supporting municipal operations and ensures their safety and compliance with the terms of the Intergovernmental Agreement and other contracts.
23. Performs other duties as needed.
Education – Minimum qualifications include a college diploma from an accredited institution or equivalent experience. Prefer a bachelor’s degree in Public Administration or related field or comparable experience.
Certifications and Licenses – Require Arizona State Elections Certification, Municipal Clerk Certification, State of Arizona Notary Public License, Valid Arizona Driver’s License, and membership in professional associations for Municipal Clerks and public administration.
Experience – Prefer five years of supervisory, management and budgetary experience. Require five years of administrative experience. Require minimum of five years of direct local government management experience. Retired military encouraged to apply.
Skills and Abilities – Must be able to consistently plan, schedule and meet deadlines. Considerable technical knowledge and administrative skills. Considerable knowledge of federal, state and local laws, regulations, codes, and rules of order in parliamentary forums. Must be able to prepare and manage department budget, capital improvement, and equipment replacement plans. Good oral, written, and interpersonal skills. The ability to effectively operate a personal computer, calculator, and other related office equipment and a variety of software file maintenance applications. The ability to use software applications to cross-reference among municipal departments such as zoning, engineering, planning, and legal records. Maneuvers to sites on foot. Hearing acuity for telephone transmission and verbal communications. Visual acuity at 1,000 feet for investigation and evaluation.
Problem Solving - Problem solving exists in this position. Solves problems related to scheduling, daily operating budget, personnel, advisory boards, compliance with state permits and codes, and other short and long term managerial issues at the direction of the Town Manager and in accordance with Town policies. Problems involve relating information to the Town Council, the Town Manager, local, state and federal officials, employees and the general public. Maintains daily records and keeps current with regulations issued by state and federal agencies. Must have ability to interpret and administer state and federal regulations.
Decision Making - Decisions include applying laws, rules and regulations governing municipal clerk and municipal government functions. Must also possess the ability to assign tasks and supervise the delegated work.
Accountability - Employee is responsible for meeting deadlines, daily operations and budget control of the department. Budgetary guidelines are established by the Town Council and Town Manager.
Supervision - Employee is responsible for the supervision of subordinate personnel. Task involves daily supervision, scheduling and annual evaluation.
Personal Relations - Continual contact with other Town departments and the general public. Must have excellent customer service attitude and ability to handle confrontations with customers. Works with front line employees, customers, Town employees, Cochise County administration, state officials and others.
Work is accomplished both in the office and occasionally in the field. Required to perform light manual or custodial labor as needed. In office, uses computer, copier, telephone, and calculator. Frequent high mental, visual and aural concentration required. Stands, walks, bends and reaches continually. Frequently drives vehicle. May be exposed to all types of weather conditions including adverse weather conditions when working in the field. Must meet members of the public and be prepared to deal with difficult people and people representing other cultures and people with limited ability to communicate in English. Employee must have sufficient clarity of speech and hearing to discern verbal instructions, use of telephone, and communications with others. Employee is regularly required to talk, hear, stand, walk, sit, use hand to finger, dandle, or feel objects, tools, or controls; and reach with hands and arms. Employee may be required to carry, push/pull objects and materials up to 40 pounds. Specific vision abilities required by this job to include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination.
The above statements are intended to describe the general nature and level of work performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.
COMPENSATION AND BENEFITS: Annual Salary: $36,000 to $60,000 depending on qualifications, education, and experience. Life Insurance, Medical insurance, Dental Insurance, and Vision Insurance, and Pension available but not through the Arizona State Retirement System.
Formal application, rating of education and experience; oral interview and reference checks; job related tests may be required.
The duties listed above 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 to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
EQUAL OPPORTUNITY EMPLOYER:
The Town of Huachuca City respects, values and welcomes diversity in our workforce. It is the policy of the Town of Huachuca City to provide equal employment opportunity to all employees and applicants for employment. That policy is one of nondiscrimination on the basis of race, sex, sexual orientation, national origin, religion, color, age and/or disability. This policy is to be followed in respect to all conditions of employment, including but not limited to recruitment, selection, promotion, placement, training, transfers, discipline, compensation, employee benefits, layoffs and terminations.
AMERICANS WITH DISABILITIES ACT:
Applicants for employment with the Town of Huachuca City shall be able to perform the essential functions for the position they seek, with or without a reasonable accommodation for a qualified disability, consistent with the Americans with Disabilities Act. A qualified, disabled individual who, with or without reasonable accommodation, is capable of performing the essential functions for the particular job in question and meets the other requirements of the job and performance requirements, will be given equal consideration in all aspects of employment, including hiring, promotion, and salary.
The Town is committed to providing reasonable accommodations to allow disabled employees to perform their essential job functions. If you have a disability and require an accommodation in order to perform your job’s essential functions, please alert the human resources department.
DATE WRITTEN: May 2020