Town Clerk

Job Details

Salary : $88,940.80 - $108,971.20 Annually

Location : Camp Verde, AZ

Job Type: Full Time

Job Number: 150

Department: Town Clerk's Office

Opening Date: 06/05/2024

Closing Date: 7/8/2024 11:59 PM Arizona

Reports To:: Town Manager Miranda Fisher

General Purpose

Under the direction of the Town Manager, this position provides for Town Hall administrative duties. The Town Clerk is primarily responsible for providing leadership in the Town's efforts of transparency, accurate record keeping, and quality customer service. In these efforts the Town Clerk is responsible for managing staff activities and specific operations which involve serving as Clerk to the Town Council.
Primary Duties & Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Work requires frequent contact with the Mayor, Vice Mayor, Town Council Members, general public, outside agencies, Town officials, and varied organizational personnel in order to obtain or provide information concerning official Town business, documents, meeting records, ordinances/regulations, and other related information.
• Prepares, distributes, and maintains official records of Town Council meeting agendas, minutes, addendum and official documents for the Council, other departments, the media, and the general public; compiles, prepares and distributes public meeting information packets for the Town Council; attends meetings, records and transcribes proceedings, and develops official meeting minutes for review and approval.
• Ensures the publication of official notices, agendas, ordinances and resolutions; coordinates Town elections; performs administrative research and making recommendations concerning improvements to existing systems, procedures or functions for Town Council. Manages and maintains records for all Town departments in accordance with State regulatory requirements governing the tracking, storage, retrieval, and destruction of municipal and open meeting records.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the Town Clerk; prepares, reviews, tracks, and files correspondence, contracts, bid proposals, ordinances, and resolutions. Creates, edits and processes technical documents and other communications; maintains department files and database.
• Codification of the Town of Camp Verde Municipal Code; updating the Records Retention Manual; preparation of the Town Council Agenda electronically; assists with website updates. Responsible for all duties prescribed to the Town Clerk under the Town Code.
• Processing all liquor licenses, special events liquor license requests & business licenses.
• Provides information and assistance to constituents, visitors and others having business with the Town; responds to requests for information within the scope of authority; processing Public Record Requests; explains laws, rules, regulations, policies, and procedures.
• Administers the department budget; directs staff support of the Town Council budget.
• Monitoring legislation relating to elections, Open Meetings Act and Arizona Public Records Law.
• Serves as Election Officer for the Town; administers all election-related services in accordance with local, state and federal laws; receives and processes petitions for candidates, initiative, referendums and recall elections; receives and posts on web all campaign finance forms of political committees. prepares election packets, ballots, publicity pamphlets and coordinates with Yavapai County Elections Department for mail-ballot elections and special elections held in conjunction with statewide elections.
• Administers the membership of all boards/commission members appointed by Town Council; evaluates member terms and coordinates/assists with interviews and filling vacancies; prepares, processes and maintains board/commission resolutions; maintains member handbook and provides periodic training for board/commission/liaison members; maintains records on all boards/commissions membership including applications; coordinates and verifies liaison completion and processing of agendas and/or minutes to ensure they are timely, accurate and in compliance with Open Meeting Law and Public Records Law.
• Maintains absolute confidentiality of work-related issues, records and Town information.
• Performs other related duties as assigned or required.

MANAGERIAL RESPONSIBILITIES:

• Supervise and manage staff and operations of the Town Clerk's Office.

Minimum & Preferred Qualifications

Knowledge of:

• Applying administrative principles and practices.
• Town policies and procedures or previous experience in municipal government.
• Principles, practices, techniques, and methods of management, budget preparation, and program/project evaluation.
• Arizona Revised Statutes and Town regulations governing municipal government administration, open meetings, and elections.
• Principles and practices of records retention, record keeping and file maintenance.
• Effective records management, entering information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
• Federal State, Local and Town laws and regulations pertaining to records principles, systems, procedures and processes.

Skill in:

• Ability to ensure maintenance of files and official Town documents and records.
• Preparing and writing reports and business correspondence.
• Budgeting procedures and techniques.
• Operating standard office equipment, and a personal computer utilizing standard software and evaluating and improving existing programs, systems, and procedures.
• Establishing and maintaining effective working relationships with co-workers and the public and other entities. Providing effective customer service and dealing tactfully and courteously with the public.
• Communicating clearly and concisely, both verbally and in writing.
• Work under pressure with strict deadlines, make independent decisions & exercise confidentiality at the highest level.
• Modern office procedures and methods including computer equipment, word processing, spreadsheet, database, graphic presentations and other needed specialized software applications, and internet and electronic communication.
• Ability to interpret and perform work of the position to ensure compliance with local, state, and federal regulations.
• Achieve goals by arranging employee and Council trainings related to Open Meeting Law and Records Management

Education & Experience

Education and Experience:
Bachelor's degree in management, business, public administration, or a closely related field; AND five year's office support and computer experience, preferably in municipal government; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• Must possess a valid Arizona Driver's license.
• Designation as Certified Municipal Clerk or ability to obtain within two (2) years of hire
• Notary Public Certification or ability to obtain within six (6) months of hire
• Designation of Municipal Elections Officer Certification or ability to obtain within three (3) years of hire

EMPLOYEE BENEFITS

Major benefits for a full-time regular employee:

• Vacation time accrued at a rate of 3.08 for the first 1-5 years
  the amount of vacation a regular employee accrues is based on length of service.
  40 hour employees earn 80 hours per year for 1 to 5 years of service
  40 hour employees earn 104 hours per year for 5 to 10 years of service
  
• Eleven (11) paid holidays
• Sick time accrued at a rate of 3.69 hours per pay period
• Four (4) health insurance plan options to choose from. 100% paid for employee and 40% paid for dependents
• Dental and Vision plans 100% paid for employee and 40% paid for dependents
• Health Savings Account (HSA) available
• Employer paid life insurance with additional voluntary life available
• Arizona State Retirement (ASRS) and long term disability benefits
• Public Safety Personnel Retirement (PSPRS) benefits

01

I acknowledge that my responses to the following supplemental questions must be clear and thorough to obtain credit. Responses such as "see attached resume, see application, etc." are not acceptable.

• Yes
• No

02

Please describe your experience preparing ordinances, resolutions, or proclamations for execution, recording, archiving, or distribution. If no related experience state "none".

03

Please describe your experience researching information in the municipal archives for public officials or citizens. If no related experience state "none".

04

How do you go about ensuring the town is compliant with all laws, regulations, and standards that were applicable to your department?

05

Please describe your experience in utilizing software systems in performing administrative functions of the Town Hall. If no related experience state "none".

06

Please describe a situation when you were able to turn an angry unsatisfied customer into a positive experience.

Required Question

 Town of Camp Verde, AZ

 06/26/2024

 Camp Verde,AZ