New job CTY CLERK SERVICE SPECIALIST I in Idaho | 2021

City of Nampa
City Clerk Services Specialist

Hiring Salary Range $15.65-$17.98 DOE
Position Salary Range $15.65-$23.47

Department: CLERK
Job Status: Full Time
FLSA Status: Non-Exempt
Reports To: City Clerk
Grade/Level:
Amount of Travel Required: None
Job Type: Regular
Positions Supervised: None
Work Schedule:
Generally, 8:00 am - 5:00 pm; however, must be able to work flexible and varied hours.
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POSITION SUMMARY
GENERAL STATEMENT OF DUTIES
Under general supervision provides highly responsible administrative support for the day-to-day operations in the City Clerk department. Performs other duties as required or assigned.

DISTINGUISHING FEATURES OF THE CLASS
The City Clerk Services Specialist I is administrative support that is responsible for assisting the City Clerk with the daily operations of the City Clerk's department. An employee in this classification performs a variety of highly responsible administrative duties, including assisting with the preparation and posting of City Council, agendas and minutes and receiving and processing a variety of public records. An incumbent in this classification must have an in-depth knowledge of municipal clerk operations, policies, and procedures and demonstrate a high level of sensitivity, tact, discretion, and professionalism in executing assigned duties. The City Clerk Services Specialist I is distinguished from other administrative support classifications by its specific assignment to the City Clerk's office and the resulting involvement in specialized and highly responsible functions. The work is performed under the supervision and direction of the City Clerk, but considerable leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with the City Clerk, other City employees and officials, and the general public. The principal duties of this class are performed in a general office environment.
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ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Prepares and maintains official records for the City, including participating in the preparation and retention of meeting notifications, agendas, minutes, codes, and related documents; attending, recording, and providing transcription of Council meeting proceedings; and providing information to the public or to City employees that require interpretation of City policies, codes, rules or procedures.
• Prepares and coordinates the publication, posting, and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes.
• Transcribes City Council meeting minutes to create the official record; assists with the indexing, retention, and retrieval of documents related to City Council proceedings; ensures documents are in the correct format, include required attachments, and obtains appropriate signatures prior to recording or sending elsewhere for further action.
• Provides assistance to the public and City staff by helping to identify records and information relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Receives, processes, and monitors economic interest statements and campaign filings for elected and appointed officials, employees, and contractors; tracks status maintains logs, and generates notices to designated filers.
• Receives and processes claims against the City, subpoenas, and summons; facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions, and ordinances.
• Receives and processes passports for community citizens.
• Types a variety of materials, including those of a sensitive or confidential nature; performs a variety of administrative support tasks such as photocopying information, answering telephone calls, and maintaining records and files.
• Records disseminates and files all contracts, deeds, easements, ordinances, and resolutions.
• Distributes updates to the City Code Book.
• Registers voters, including processing absentee ballots, copying and distributing petitions, election process.
• Issues city licenses for concessionaires, special event permits, solicitors, amusement rides, pawnbrokers, escort services, beer, wine and liquor, tree removal and spraying, precious metals dealers, private patrol, security, dog licensing, and private investigators.
• Process and store all ISP background checks on the licenses.
• Provides specialized genealogy information, including making cemetery arrangements, and providing customer service to the general public and cemetery personnel.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
• Assumes responsibility for other duties as required or assigned.

ESSENTIAL RELATIONSHIP EXPECTATIONS
Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.

Responds to citizens' questions and comments in a courteous and timely manner.

Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities.

Is punctual and timely in meeting requirements of performance, including attendance standards and work deadlines.

Communicates information and states concerns in a clear and professional manner.

Respects the opinion of others and demonstrates a reasonable relationship with employees, supervisors, and others.

Accepts and performs in a timely and effective manner changes in work assignments and/or how work is performed.

REQUIRED KNOWLEDGE
Thorough knowledge of objectives, programs, policies, and procedures of a municipal clerk's office.

Thorough knowledge of the City's applicable federal, state, and local laws, codes, ordinances, and regulations related to department operations.

Thorough knowledge of Proper English usage, spelling, grammar, and punctuation.

Thorough knowledge of principles and procedures of record-keeping and reporting.

Thorough knowledge of standard business software, including word processing, spreadsheet, and database programs.

Thorough knowledge of specialized electronic records management software.

Thorough knowledge of office administrative practices and procedures, record-keeping principles and practices, and of specialized computer and data entry generation.

SKILLS/ABILITIES
Ability to perform technical, specialized, complex, or basic technical office and administrative support work including the ability to compose correspondence or instructions, compile and summarize information or reports and organize and maintain City and office files.

Ability to organize work, set priorities, and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

Ability to read, comprehend, interpret, explain, and apply department policies and procedures and pertinent federal, state, and local laws, codes, ordinances, and regulations City rules, policies, and procedures to City employees and the general public.

Ability to maintain professionalism and composure at all times, including stressful situations, and handle disputes and complaints in a calm, courteous, and tactful manner.

Ability to organize and prioritize projects and tasks in order to meet strict deadlines.

Ability to understand and follow oral and written instructions.

Ability to evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.

Ability to perform assignments with a high degree of independence.

Ability to demonstrate tact and diplomacy and maintain the confidentiality of information



Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language; understand and follow oral and/or written policies, procedures, and instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions, and prepare and present accurate and reliable reports containing findings and recommendations.

Integrity, ingenuity, and inventiveness in the performance of assigned tasks.



POSITION QUALIFICATIONS
Education:
High School Graduate or General Education Degree (GED): Required

Experience:
3 plus years of experience providing complex administrative support to a municipal clerk’s office, elected or appointed public agency body or public agency chief executive, and specialized training in records management.

And/or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Computer Skills:
Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks; and the ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.

Certifications & Licenses:
Municipal Clerks Certification within the State of Idaho within five (5) years of employment and must have an oath of office with job description attached for the certification.

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

Physical Demands
Stand F
Walk F
Sit F
Manually Manipulate N
Reach Outward O
Reach Above Shoulder O
Climb O
Crawl N
Squat or Kneel O
Bend O
Grasp O
Speak C

Lift/Carry
10 lbs or less O
11-20 lbs O
21-50 lbs O
51-100 lbs N
Over 100 lbs N

Push/Pull
12 lbs or less O
13-25 lbs O
26-40 lbs N
41-100 lbs N




WORK ENVIRONMENT
The principal duties of this class are performed in a general office environment.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

FINGER DEXTERITY:
Sufficient finger or manual dexterity with or without reasonable accommodation to enable the employee to operate a personal computer, telephone and related equipment and use primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

SPEECH:
Sufficient clarity of speech or other communication ability with or without reasonable accommodation to enable the employee to communicate effectively and convey detailed or important instructions or ideas accurately, loudly or quickly.

HEARING:
Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information.

VISUAL ABILITIES:
Sufficient visual acuity or other power of observation with or without reasonable accommodation to enable the employee to review a wide variety of materials in electronic or hard copy form and perform activities such as viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection).

PHYSICAL STRENGTH AND PERSONAL MOBILITY:
Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to enable the employee to function within a general office environment.
Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally.



The City has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the City reserves the right to change this job description and/or assign tasks for the employee to perform, as the City may deem appropriate.