The City of Hopkins is seeking its next City Clerk! The City of Hopkins is a Charter city that recently switched to even year elections. This position is within the Administrative Department and reports to the Assistant City Manager. There is a Deputy City Clerk and many seasonal election positions. We're looking for a collaborative and experienced municipal clerk to join our team!

CLASS SUMMARY:

The City Clerk performs a variety of administrative and specialized duties to support the City Council. The City Clerk is responsible for overseeing Citywide Elections and serving as the point of contact for most city business licenses and permits. Responsibilities may include preparing council agendas; updating the city code of ordinances and policies; serving as the city's authority on data practices; and leading and coordinating elections.

Scope of Impact:

The duties and responsibilities of this job are performed with latitude for independent judgement in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of department operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations and discusses assignments, priorities and work.

CLASSIFICATION ESSENTIAL DUTIES:

This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Supervises staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures; and implementing hiring, termination, and disciplinary recommendations.
Performs specialized administrative support for the administration department, and the City Council, which includes: researching agenda issues and materials; making recommendations; gathering documentation for agendas and disseminating information to staff; preparing office budgets; recording official proceedings; preparing minutes, packets, reports, and other documents; issuing and/or processing business and liquor licenses and permits; coordinates special event permits, preparing a variety of correspondence; maintaining office inventory; and/or, performing other related activities.
Updates the City code of ordinances and policies and serves as the Compliance Official and City’s authority on data practices; work may involve coordinating activities related to the collection, storage, and destruction of City records; coordinating operations related to scanning, archiving, and integrating documents; and processing and maintaining files on ordinances, resolutions, contracts, and agreements.
Conducts research and recommends proposed revisions to City Ordinances and Legislative Policies as directed by the City Manager, Department Directors, and City Council; recommends revisions to ensure City ordinances are in compliance with state and federal law; answers questions from staff and residents regarding ordinances.
Leads and coordinates City elections in accordance with applicable federal, state, and municipal laws; work may involve developing the election calendar and related budgets; ensuring availability and functionality of equipment and materials, including troubleshooting election equipment; training staff and judges on the use of election equipment; coordinating logistics, to include securing polling locations; issuing certification; and preparing handbooks
Recruits, hires, and trains election judges; coordinates scheduling of election judges for early voting, health care voting and Election Day voting; manages staff during early voting (absentee ballot board), and Election Day; prepares City Council candidate filing packets, and ensures candidates submit campaign financial reports in a timely manner.
Researches and provides recommendations on special projects as assigned;
Coordinates the administrative citation program; schedules administrative hearings; documents the hearing results; maintains databases of administrative citations; coordinates with the assessing clerk to certify outstanding citations; assists the Police Department with liquor and tobacco license violations and potentially dangerous dog designations; coordinates hearings; and prepares letters of violations.
Serves as a staff liaison to the Charter Commission; recommends amendments to the City Charter; and prepares and distributes minutes of the Charter Commission;
Serves as a public notary;
Performs other duties of a similar nature or level.

QUALIFICATIONS:

MINIMUM EDUCATION AND EXPERIENCE:

Bachelor's degree; Minnesota Certified Municipal Clerk (MCMC) or similar certification; 3 years related experience; or an equivalent combination of education and experience.

LICENSING REQUIREMENTS:

Public Notary or ability to obtain within six (6) months of hire

DESIRED QUALIFICATIONS:

2 years of supervisory experience; 2 years of experience administering elections, records management, or business licenses.

ESSENTIAL KNOWLEDGE AND SKILLS:

Knowledge of

Supervisory principles;
Applicable federal, state, and municipal laws, rules, and regulations;
English grammar and spelling;
Budget principles and practices;
Modern office practices;
Basic budget principles;
Records and information management principles and practices.

Skills

Supervising and evaluating employees;
Prioritizing and assigning work;
Applying local, state and federal laws, rules and regulations;
Preparing business correspondence, reports, procedures, and minutes;
Reading and interpreting administrative and technical documentation, statutes, and manuals;
Using a computer and related software applications;
Mediating conflict;
Conducting research and compiling results;
Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information.

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