City of Ypsilanti
FLSA: Exempt
GENERAL SUMMARY This is an administrative position providing assistance and direction regarding the activities of the Office of the City Clerk. In the absence of the City Clerk, the incumbent in this classification is responsible for fulfilling all City Clerk functions presently prescribed in all applicable State laws, the City Charter and City Ordinances. This position is also responsible for the maintenance and administration of official records, books, ordinances, and resolutions adopted by the Council and the Minutes of City Council meetings.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Welcomes and assists all persons who come into the office
Answers / screens calls, and routes calls to appropriate destinations
Prepares and maintains a record of all ordinances and resolutions adopted by Council
Assists in planning and supervising the conduct of elections, including keeping current on changes in the election laws and hires election inspectors; schedules polling locations and DPW equipment drop-off and pickup
Provides assistance in the coordination of the record retention and disposal program
Maintenance of all voter registration records
Attend Human Relations Commission and Police Advisory Commission Meetings after hours and create minutes
Maintenance of municipal and election records and public information
Maintain QVF inbox and related functions
Assists in the preparation of the departmental budget for the Office of the City Clerk
Publication of official notices and advertisements
Maintenance of records of persons serving on various citizen boards and commissions, and notifies the City Clerk in advance of the expiration or termination of their terms of offices
Issues licenses and permits (peddlers, liquor & medical marijuana)
Maintains Clerk/Treasury Department's City website
Copy, assemble and distribute Council Packets through iCompass software
Upload City Council Packet and Agenda to City website
Attends Council Meetings in absence of City Clerk and create minutes
Acts as AHB Clerk in absence of City Clerk
Acts as backup for maintaining AHB Files, AHB Software
Acts as backup for maintaining Records Liens
Acts as backup for the Treasury Department
Acts as backup for Clerk
Manages City FOIA Software with Washtenaw County
KNOWLEDGE, SKILLS AND ABILITIES An Associate's Degree in Public or Business Administration or a related field from an accredited college or university. Experience in maintaining public records and disseminating information effectively. A minimum of two years of progressively responsible public sector office management and secretarial experience, including experience in a supervisory capacity. Good secretarial skills necessary to assist in maintenance of municipal records and preparation of projects and reports determined appropriate by the City Clerk, or any equivalent combination of experience and training that would provide for the following knowledge, skills and abilities:
Excellent customer service skills with a teamwork attitude
A thorough knowledge of modem office procedures and equipment
Possession of an excellent command of the English language including utilization of state-of-theart automated record retention technology
Ability to effectively communicate ideas and concepts both orally and in writing to fellow employees, City officials, and the general public
Ability to effectively plan, supervise, and evaluate work of subordinate employees
Thorough knowledge of the principles and practices of public information dissemination
Thorough knowledge of Federal and State election laws, as well as local Charter and ordinance provisions pertaining to the conduct of elections
PHYSICAL DEMANDS The physical demands characterized here, epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In order to properly perform the integral functions of this job, the employee is occasionally required to: stand or walk and stoop or kneel. Frequently, the employee is required to sit. It is crucial to the outcome of job tasks, that the employee is able to: talk or hear; use hands to finger, handle. or feel; and reach with hands and arms extensively. The employee in this classification will be required to frequently lift objects of up to 10 pounds in weight. Occasionally the employee will have to lift/move objects of up to 25 pounds in weight. Vision requirements for this position include close vision and the ability to adjust focus.
WORKING CONDITIONS Works in a climate-controlled office environment, with a moderate noise level.
GENERAL SUMMARY This is an administrative position providing assistance and direction regarding the activities of the Office of the City Clerk. In the absence of the City Clerk, the incumbent in this classification is responsible for fulfilling all City Clerk functions presently prescribed in all applicable State laws, the City Charter and City Ordinances. This position is also responsible for the maintenance and administration of official records, books, ordinances, and resolutions adopted by the Council and the Minutes of City Council meetings.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Welcomes and assists all persons who come into the office
Answers / screens calls, and routes calls to appropriate destinations
Prepares and maintains a record of all ordinances and resolutions adopted by Council
Assists in planning and supervising the conduct of elections, including keeping current on changes in the election laws and hires election inspectors; schedules polling locations and DPW equipment drop-off and pickup
Provides assistance in the coordination of the record retention and disposal program
Maintenance of all voter registration records
Attend Human Relations Commission and Police Advisory Commission Meetings after hours and create minutes
Maintenance of municipal and election records and public information
Maintain QVF inbox and related functions
Assists in the preparation of the departmental budget for the Office of the City Clerk
Publication of official notices and advertisements
Maintenance of records of persons serving on various citizen boards and commissions, and notifies the City Clerk in advance of the expiration or termination of their terms of offices
Issues licenses and permits (peddlers, liquor & medical marijuana)
Maintains Clerk/Treasury Department's City website
Copy, assemble and distribute Council Packets through iCompass software
Upload City Council Packet and Agenda to City website
Attends Council Meetings in absence of City Clerk and create minutes
Acts as AHB Clerk in absence of City Clerk
Acts as backup for maintaining AHB Files, AHB Software
Acts as backup for maintaining Records Liens
Acts as backup for the Treasury Department
Acts as backup for Clerk
Manages City FOIA Software with Washtenaw County
KNOWLEDGE, SKILLS AND ABILITIES An Associate's Degree in Public or Business Administration or a related field from an accredited college or university. Experience in maintaining public records and disseminating information effectively. A minimum of two years of progressively responsible public sector office management and secretarial experience, including experience in a supervisory capacity. Good secretarial skills necessary to assist in maintenance of municipal records and preparation of projects and reports determined appropriate by the City Clerk, or any equivalent combination of experience and training that would provide for the following knowledge, skills and abilities:
Excellent customer service skills with a teamwork attitude
A thorough knowledge of modem office procedures and equipment
Possession of an excellent command of the English language including utilization of state-of-theart automated record retention technology
Ability to effectively communicate ideas and concepts both orally and in writing to fellow employees, City officials, and the general public
Ability to effectively plan, supervise, and evaluate work of subordinate employees
Thorough knowledge of the principles and practices of public information dissemination
Thorough knowledge of Federal and State election laws, as well as local Charter and ordinance provisions pertaining to the conduct of elections
PHYSICAL DEMANDS The physical demands characterized here, epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In order to properly perform the integral functions of this job, the employee is occasionally required to: stand or walk and stoop or kneel. Frequently, the employee is required to sit. It is crucial to the outcome of job tasks, that the employee is able to: talk or hear; use hands to finger, handle. or feel; and reach with hands and arms extensively. The employee in this classification will be required to frequently lift objects of up to 10 pounds in weight. Occasionally the employee will have to lift/move objects of up to 25 pounds in weight. Vision requirements for this position include close vision and the ability to adjust focus.
WORKING CONDITIONS Works in a climate-controlled office environment, with a moderate noise level.