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Job Description

CITY CLERK

(Non-classified)

JOB CODE 12240

Effective Date:	Rev. 01/07A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to direct and supervise Deputy City Clerks and an Assistant City Clerk in the following sections or divisions of the City Clerk Department: City Elections, Office Systems, Records Management, and Management Services. The City Clerk maintains all official records of the City of Phoenix which include official records of actions taken by the City Council. The City Clerk is a visible and vocal presence in regular, recessed, and special meetings of the City Council. The City Clerk translates policy statements into working procedures, and approves the department budget, monitors its administration, and establishes program objectives for the department. Work is performed under the general direction of a Deputy City Manager with wide latitude to exercise professional judgment and initiative.

ESSENTIAL FUNCTIONS:

• Ensures the preparation of agendas and minutes for the formal, recessed, and special City Council meetings, and recording of Council actions are timely and accurate;
• Ensures use of the Corporate Seal of the City of Phoenix is appropriate;
• Presents recommendations on Elections, Annexations, Office Information Systems, Records Management, and related matters to the City Council and City Manager;
• Ensures the indexing and filing of official actions are maintained for rapid retrieval;
• Directs the conduct of City Elections and Annexations to ensure all legal requirements are met;
• Attends City Council meetings;
• Attests to official actions of the Council;
• Chairs the City's Records Management Program determining the necessity for retention, microfilming, and destruction of records to meet State of Arizona legal requirements;
• Ensures the activities of the Centralized Reproduction and Printing Services, and Mail Services are serving City departments' needs in a timely and accurate manner;
• Ensures Property Records are accurately maintained to serve City departments and the public;
• Ensures the activities of the Office Systems Division are serving Citywide needs for electronic mail, word processing, technical support and training;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• City Charter and City Codes relating to elections, annexations, and all activities of the City Clerk Department.
• State Constitution, State Annexation and Election laws, and licensing and records management regulations.
• Principles and practices of public administration, municipal government, personnel management and supervision.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Direct activities of a multifaceted department.
• Comprehend various printing and reproduction techniques, and word processing and computer developments and their applicability to City usage.
• Establish relationships and work cooperatively with City officials, employees, and the general public.
• Communicate in the English language with individuals and groups in a face-to-face one-to-one setting or by telephone.
• Produce written documents in the English language using proper sentence construction, punctuation, and grammar.

Additional Requirements:

• Performs other essential and marginal functions as assigned.

ACCEPTABLE EXPERIENCE AND TRAINING:
Five years of experience involving services typically provided by the City Clerk such as conduct of elections and City Council support, records management, and information technology, including three years of progressively responsible managerial or administrative experience and a bachelor's degree in business, public administration, or a related field. Other combinations of education and experience that meet the minimum requirements may be substituted.