TITLE: Clerk to the Council
FLSA Status: Exempt
Salary range: $40,393-$55,037 (Current Town pay scale adopted in 2017-2018)
The Clerk to the Council reports to the Mayor and Council and serves at the pleasure of the Mayor and Council. The incumbent is expected to attend and maintain accurate and complete records of all proceedings of the Mayor and Council (Regular and special Council Meetings, Public Hearings, Council Work Sessions, etc.), maintain all municipal documents, prepare meeting agendas, store and issue public correspondence.
Town Clerk Duties and Responsibilities:
The Clerk to the Council (Town Clerk) shall attend Council work sessions and Regular Public session meetings and Public Hearings and shall be responsible for keeping full and accurate records of council proceedings.
Council Work Sessions
• Assist preparation of appropriate agenda and materials for discussion at the meetings.
• Prepares notes of the meetings specifically indicating items requiring additional action and responsible person assigned to the action requested.
• As requested, distributes materials to the Mayor, Councilmembers, TA and Treasurer as applicable.
• Records and types meeting minutes for approval by council at the next Town Meeting.
• Prepares Ordinances and Resolutions for Council action and codification.
• Prepares packets of meeting materials for Mayor, Council, Town Administrator.
• Numbers, files and scans approved resolutions and ordinances and actions of council.
• Maintains as separate listing in notebooks for resolutions and ordinances with number, subject and date approved.
• Assists in the preparation of agenda and appropriate resolutions and ordinances.
• Ensures that all action for Mayor and Council are legally advertised and public notice is given.
• Meeting minutes sessions must be processed and made available “as soon as practicable after a public body meets and/or by the time the next meeting occurs.
• Clerk is required to retain a copy of minutes and keep tape recordings of the meeting for five years (Open Meetings Act)
• Minutes of one meeting are normally approved at the next regular meeting, following the call to order and opening ceremonies (Robert Rules)
• Maintain custody of all official documents, reports, papers and files of the council.
• Fulfill public records requested as related to the Mayor and Council proceedings.
• Advise department head of pertinent Mayor and Council proceedings and legislative action and distribution documentation, as necessary.
• Update list of elected officials and notify outside agencies as required.
• Certify proposed charter amendments.
• Ensures proper proceedings for enacting resolutions and ordinances are adhered to.
• Knowledgeable of all Towns ordinances, the Town Charter and franchise (i.e., cable).
• Work with Mayor and Council members on special research. Projects (ShoreScan, Proclamations, etc.)
• Prepares Briefing Binder for Newly elected Mayor and Council Members.
• Answers official correspondence as directed by the Mayor.
• Creates monthly calendar for Mayor and Council activities
• Assist with social arrangements and with the coordination of Capitol Heights Day, Shred day, Turkey /Food Baskets distribution, etc.).
• Serves as liaison for the Mayor and Council with Town departments and other governmental offices.
• Performs other duties as assigned
This position reports to the Mayor and Council and works at the pleasure of the Mayor and Council.
Knowledge, Skills, and Abilities Required to Perform Essential Functions
• The Town governmental organization.
• Public administration principles and practices.
• Experience with electronic document management systems
• Records management principles including but not limited to maintenance, retention, and destruction
• Minute transcription and maintaining official records.
• Establishing and maintaining effective working relationships with the Town Administrator Town attorney, elected Town officials, department heads, employees and professional groups and the general public.
• Assessing and prioritizing multiple tasks, projects and demands.
• Working with multiple and conflicting deadlines to complete projects and assignment.
• Create and implement records management programs and procedures
• Manage creation of agendas and related packets for public meetings.
• Be neutral in dealing with elected officials, candidates and the general public
• Be a team player, assist the Mayor and all councilmembers to ensure work of the council is completed and in a timely manner
• Exercise good judgement and maintain confidentiality
• Use an application of Microsoft Office software (Outlook, Word Excel, PowerPoint, and Microsoft Publisher).
• Learn, implement, and apply new computer technology to increase efficiency and effectiveness of operations
• Microsoft Office Suite, to include Word, Excel, Access, Publisher, PowerPoint, and Outlook.
• Maintaining Confidential and sensitive information
Certificates and Licenses
• A valid driver’s license is required
• Maryland Clerk Certification is strongly preferred
• Membership in Maryland Municipal Clerks preferred
• International Institute of Municipal Clerks preferred
• Three to five years of progressively responsible experience in a Mayor and Council Clerk’s office and/or governmental organization, including at least one (1) year directly engaged in municipal records management
• Experience in municipal government or similar setting is a plus.
• A high school diploma or equivalent with supplemental business school or applicable college level course work
• Possession of an Associates Arts degree from a business or community college in an appropriate curriculum is desirable
Physical requirements and working conditions
The duties of the position requires the incumbent to occasionally bend, stoop, kneel, reach, climb, and walk on uneven surfaces; and pushes and pulls drawers open and closed to retrieve and file information. Employee must possess the ability to lift, carry, push and pull material and object weighing up to 20 pounds
Work is performed in a standard town office environment although standing and walking between work areas is required. Incumbent must possess mobility to work in a standard office setting using standard office equipment; possess visual acuity to read printed materials and a computer screen; and gearing and speech to communicate in person, before groups and over the telephone
Position Type/Expected hours of work
This is a full-time position. The Town normal hours of operation are Monday – Friday, 8:30 a.m. – 5:00 p.m. The incumbent will be required to work three evenings per month and additional evenings, as needed for council meetings. Compensatory time will be granted for hours exceeding 40 hours per week and/or during the week may be adjusted to compensate the over 40 hours. In situations when it is necessary to close the office for extended period to time, such as COVID-19, for example, the position is deemed as an essential employee.
Note: This Class description does not constitute an employment agreement between the Town of Capitol Heights.
Candidates are subject to completing a pre-employment screening and a background investigation. For more information, check out our website at www.capitolheightsmd.gov
Equal Opportunity Employer and Americans with Disabilities Act Compliance
The Town of Capitol Heights is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status or genetic information.
ADA requires the Town of Capitol Heights to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
All Town employees are required to be vaccinated for COVID-19 except for employees who request a medical or religious exemption.