This position is responsible for performing difficult professional and administrative work involved in the assigned functions of the City Clerk/Director of Council Operations and other areas of City Government, including problem analysis, resolution and project administration. The work is subject to functional policies and goals under the general managerial direction of the City Clerk/Director of Council Operations. The incumbent has regular contact with individuals inside and outside City Government at all levels, requiring considerable tact, cooperation, discretion, persuasion and a proactive approach to issue resolution.
Essential Job Functions
•Provides staff support to the City Clerk/Director of Council Operations and Mayor and Council. Serves as City Clerk in the absence of the City Clerk/Director of Council Operations, including Mayor & Council and Board of Supervisors of Elections meetings.
•Regularly interacts with elected and appointed officials, managers and employees of City, County, State and the Federal government, business owners, not-for-profit representatives, constituents and the general public.
•Coordinates responses to written and oral inquiries from businesses, constituents and other parties with various City departments. Prepares, transcribes and types correspondence, memoranda, etc., for the City Clerk/Director of Council Operations and Mayor and Council as needed.
•Maintains election-related files. Including campaign financial reports, financial disclosure statements, voter databases, one-day voting, and campaign election information.
•Administrative coordination for City election in accordance with the duties and procedures outlined in the charter of the City of Rockville and in Chapter 8, titled "Elections," of the Rockville City Code.
•Prepares agendas, proclamations and other materials for Mayor and Council brief books and posts Mayor and Council meeting information and recordings to the Internet.
•Reviews brief book materials for accuracy and completeness prior to requesting the copying, assembling, and distribution of brief books for Mayor and Council meetings.
•Performs a variety of research concerning City and Department issues; gathers information from multiple sources and completes written reports.
•Maintains up-to-date files on all official actions taken by the Mayor and Council and records that information with the proper state or federal agency according to statutory requirements. Maintains and updates the Charter and Laws of Rockville as amended or adopted and disseminates all information on them.
•Manages zoning applications, including publicizing hearings, arranging for notification, transcripts and records, documents all actions taken that pertain to said applications and maintains the official administrative record of the proceedings.
•Researches and gathers information and prepares responses for the Mayor's signature to the Board of License Commissioners (Alcoholic Beverages) in response to liquor license applications submitted by the Board to the City for review and feedback.
•Maintains records retention software and specialized files/record keeping systems, references and logs as necessary.
•Ensures confidentiality of records and correspondence and maintains the confidentiality of the office at all times.
•Assists the Director in special projects or requests that arise.
•Familiarity with Granicus Live Manager, Granicus Media Manager, CivicPlus Agenda Center, and Granicus (formerly Accela, formerly IQM2) Agenda and Minutes.
Education and Experience:
Bachelor's degree with major coursework in public or business administration, or closely related field from an accredited university or college; and four to six years of progressively responsible work in business administration and project management; or any equivalent combination of education and experience. Strong background in written and spoken English, including style, syntax, grammar, punctuation and vocabulary required.
Knowledge, Skills, and Abilities
•Knowledge of local government organization and administration.
•Analytical and problem solving skills.
•Ability to express ideas clearly and concisely, both orally and in writing, to groups and to individuals.
•Ability to effectively complete projects in a timely manner with little instruction.
•Ability to handle a variety of complex assignments concurrently.
•Ability to carry out special assignments requiring organization of material, development of procedures and implementation.
•Ability to establish and maintain effective working relationships with the Mayor and Council, department heads, employees and the general public, and to deal tactfully with such persons in a professional manner.
•Ability to interact effectively with a diverse range of personal contacts in a customer-service oriented, businesslike manner. This includes discretion, tact and confidentiality in working with highly sensitive, controversial or confidential matters.
•Ability to perform work in a highly accurate manner, under pressure, with a minimum amount of supervision.
•Ability and willingness to work as part of a team, to demonstrate team skills and contribute to the team's success.
•Ability to work evenings and weekends as needed.
•Demonstrated skills in using software for scheduling, project management, email communication, word processing, spreadsheets, financial system and other work.
•A high degree of personal flexibility to rapidly adapt to changing requirements and roles, such as attending Mayor and Council meetings on very short notice.
•Knowledge of business English, with excellent spelling, punctuation, grammar, and general editing skills. Ability to understand and perform basic arithmetic, take dictation and draft action minutes.
•Experience and interest in both internal and external communications.
•Strong administrative skills, comprehensive knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. Knowledge of financial management applications.
•Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters using discretion and tact.
•Ability to independently prioritize and multi-task, carry out multiple ongoing assignments, and demonstrate exceptional organizational skills, with limited supervision.
•Ability to exercise judgment and discretion in devising, installing, and/or interpreting City rules, regulations policies, or procedures.
Ability to prepare clear and concise reports, records, correspondence, and other documents.
Ability to supervise and prepare a variety of required reports accurately and completely and on a timely basis.
Ability to compose meeting minutes and summaries that accurately reflect and interpret actions; independently compose clear and concise letters; research; plan, organize, and coordinate work of subordinates; learn interpret, and apply administrative and departmental policies and procedures.