Open Date: September 05, 2024

Closing: September 26, 2024
Pay Range: $40,802-51,002
Benefits

Summary: Under general supervision, performs a variety of administrative tasks to support the Clerk; assists in maintaining and retrieving City records; prepares, copies and distributes City Council agenda packets; coordinates publication of legal notices; provides information for the City management, employees, volunteers and the general public.

Essential Job Functions: The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Assists in preparation of the agenda packets for Council meetings; oversees the copying, assembly and distribution of packets; posts and publishes agendas; communicates with the news media and coordinates advertisement of the agendas.
Attends regular and special City Council meetings in the absence of the City Clerk; performs an accurate recording of the proceedings; prepares the minutes in proper legislative terminology.
Assists in all regular and special City elections, including interfacing with State and County regulatory and oversight departments.
Receives, reviews and logs citizens’ record requests; distributes to appropriate departments for follow-up; provides instruction in how to comply with requests as needed.
Maintains, monitors and updates the filing systems; reads and determines where documents should be filed within the system; researches files to ensure that documents are available for staff and public viewing; makes copies for the public as requested; destroys records in accordance with records retention schedules. (Upon implementation, will maintain and update the laser-fiche system.)
Posts and advertises public notices, ordinances and resolutions approved by the Mayor and Council; coordinates posting of Council items with newspapers and all media, including the website.
Manages the City Clerk’s portion of the website.
Organizes and prioritizes own work to meet established deadlines; provides administrative support for the Mayor and Council; helps maintain and update calendars; makes travel arrangements for staff in the City Clerk Department.
The Deputy Clerk serves as the City Clerk in the Clerk’s absence; oversees Department activities and staff; assists at the front counter with customers and answers customer’s inquiries.
Serves as a notary public.
Performs other related duties as assigned.
Provides additional support to the administration office as requested.

Required Knowledge and Skills:

Knowledge of City policies, procedures and programs.
Knowledge of laws, regulations, policies and procedures governing the City Clerk’s Office.
Knowledge of applicable laws, regulations, policies and procedures impacting human resources programs and records.
Skill in reading and applying City rules and regulations.
Skill in assessing and prioritizing multiple tasks, projects and demands.
Skill in working within deadlines to complete projects and assignments.
Skill in establishing and maintaining effective working relations with co-workers, other City employees and the public.
Skill in the use of a personal computer and standard business software.
Skill in the use of basic office machinery to include postage meters, copiers, printers and adding machines.
Skill in communicating effectively, both orally and in writing.
Skill in following and effectively communicating verbal and written instructions.

Education and Experience

High School diploma or GED and five (5) years of experience in accounting functions and working with complex computer systems. Associates Degree preferred.
Must receive Certified Municipal Clerk designation within three (3) years of appointment.
State of Arizona driver’s license.

Environmental Factors and Conditions/Physical Requirements:

Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of reports.
May be subject to bending, reaching, kneeling and lifting such as retrieving files, records and ledgers.
Occasionally requires lifting and/or moving up to 30 pounds.

Equipment and Tools Utilized:

Equipment utilized includes computerized and conventional office equipment.

City of Benson (AZ)

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