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Job Description

ASSISTANT CITY CLERK

JOB CODE 12250

Effective Date:	01/07N

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to assist the department head in the coordination and supervision of the City Elections, Office Systems, Records Management, and Management Services divisions of the City Clerk Department. The incumbent acts as the City Clerk by assignment or delegation and has authorization to sign for the City Clerk on designated documents. Work is performed under the general direction of the City Clerk with latitude to exercise professional judgment and initiative.

ESSENTIAL FUNCTIONS:

• Acts in the City Clerk’s absence;
• Interprets policy and provides staff direction on policy and procedures;
• Supervises the work of assigned divisions and staff;
• 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;
• 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:

• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license, and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

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 two years of progressively responsible managerial or administrative experience at a division head level 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.