In Idaho, each city is required to appoint and employ a city clerk, who, pursuant to Idaho Code §50-207, is charged with keeping the official journal of proceedings of the City Council, administering oaths of office, and possessing and retaining custody of all laws and ordinances of the City. The Sandpoint City Clerk is a City official appointed by the Mayor and confirmed by City Council, whose duties include, but are not limited to, acting as clerk to the Council, records custodian, elections official, business and alcohol licensing and permitting authority, and the multitude of duties and responsibilities listed within Idaho Code and Sandpoint City Code. The Sandpoint City Clerk also acts as the City’s Risk Manager and the communications/media hub for the Mayor’s Office.

INFORMATION REGARDING COMPENSATION:
The full salary range for the position is $39.52/hr. - $53.96/hr.
The general hiring range for the role is $39.52/hr. - $44.17/hr.
The hiring salary will depend on the candidate’s experience, qualifications, and education.

This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

Keeping the official journal of Official City Council and Commission proceedings.
1. Under Idaho Code and City policy, compile and post the public meeting agenda and meeting packet, including the preparation of resolutions and ordinances, with legal research
2. Meeting preparation and coordination, including scripting and meeting participation assistance to the Mayor, Council, city staff and the public,
3. Prepare and post meeting minutes and meeting recording
4. Ensure all Council meeting records are appropriately filed away and stored for the permanent record.
5. Council Chambers Audio Visual system key user
6. Provide support to and oversee the meeting clerk related duties of those who clerk the City’s citizen advisory boards or other public meetings (e.g., P&Z Commission).
Records custodian.
1. Pursuant to federal, state and local regulations, ensure the appropriate organization, storage, indexing and purging of City’s records, to include acting as principal user of the City’s records repositories and overseeing the work of assigned records retention assistants within specific City departments.
2. Receive and process requests for public records
3. Coordinate with City staff to identify and compile relevant records and ensure compliance with statutory response deadlines and other applicable provisions of Idaho Code
4. Compose appropriate, including complex correspondence and consult with legal counsel, as needed.
Business and alcohol licensing and permitting.
1. Follow city and state regulations, review and approve applications for alcohol and other business-related licenses and permits and oversee the work of the Deputy City Clerk in ensuring that applications are complete and applicable fees have been paid, track delinquencies and make license termination decisions, as needed.
Elections official / administering oaths of office.
1. As provided by state law, accept declarations from candidates for City elected office
2. Provide filing deadline notifications
3. Assist candidates in understanding the qualifications required to run for office
4. Verify candidates’ filing information
5. Prepare ballot language/ballot questions
6. Ensure that all County election filing deadlines are met
7. Following election, ensure that the canvass of votes is formally accepted by the Council and journalized
  - administer oath of office to newly elected and appointed officials
  - prepare and present certificates of election/appointment.
Codification/legislative management and publication of legal notices.
1. Ensure adopted ordinances are properly indexed and published, as required by state statute, and codified within the City’s codification software and system, for which the City Clerk acts as principal user.
2. Ensure proper and timely newspaper publication of ordinances and ordinance summaries, notices of public hearing, calls for solicitations, and other required published notices.
Risk Manager.
1. Administer risk management and safety policies, projects and programs, to include working with department personnel to identify areas of risk exposure and recommend appropriate mitigation
2. Provide guidance and recommendations to management, supervisors, and individual employees on issues related to risk management
3. Assist in a high-level capacity role in managing the City’s liability insurance (including real property, personal property, and vehicle)
4. Assist in a high level capacity role in managing workers’ compensation insurance and programs
5. Administering the City’s occupational safety and health program in conjunction with the Human Resources Division
6. Process tort claims and claims for damage to City-owned property, coordinating workers' compensation claims in conjunction with HR Division personnel, and regularly coordinating and communicating with the City’s insurers, legal counsel, and Central Services Director.
Communications/Media/Press Releases.
1. On behalf and direction of the Mayor, prepare and disseminate press releases and other informational notices for the media and the public from the Mayor’s office and/or the City in general. Also review and provide feedback on press and other informational releases prepared by others.

Perform other duties as assigned.

Knowledge of:

City organization, operations, policies and objectives and functions, activities and responsibilities of the City Clerk’s office.
Laws and regulations pertaining to public records, elections, public meetings and legal notices, alcohol and other business-related licensing and permitting.
Personnel, HIPAA, and other related confidentiality mandates and an understanding of the consequences of release of private information and data.
Word processing, spreadsheet, database, communication, presentation and other software.
Record management systems, techniques and technology.
Structure and operation of state, county, and municipal governments.
Parliamentary procedure.
Correct English usage, grammar, spelling, punctuation and vocabulary.

Skills and Abilities:

Time management and task prioritization to meet time-sensitive/legal deadlines.
Honed interpersonal and critical thinking skills, to include active listening, the ability to deal with difficult people/circumstances and analyze situations to adopt an effective course of action.
Data analysis, reporting, and interpretation.
Engagement and attention to detail.
Maintain confidentiality of sensitive materials and information.
Communicate effectively, both orally and in writing.
Read, interpret, apply, and explain complex codes, rules, regulations, policies, and procedures.
Work independently with little direction and use sound judgment and available resources to make decisions within the scope of the City Clerk’s duties.
Above average technical and troubleshooting and problem-solving skills.
Exceptional reading comprehension and writing skills.

Physical Demands:

Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on the telephone.
Sufficient visual acuity, with or without reasonable accommodation which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, and dust.
Typical working conditions are moderately quiet with little exposure to excessive noise.
Evening work is required for public City Council and as needed for other commission or special public meetings
Additional after-hours work is occasionally required.

Graduation from high school or GED required.
Associate’s Degree or higher preferred.
Experience in an advanced support role (e.g., paralegal, legal assistant, executive assistant or similar position) required.
Keen understanding of local government operations required, with experience working specifically in municipal government preferred.
Prior experience as a City Clerk or Deputy City Clerk preferred.
Knowledge of the philosophy, principles, and practice of risk management, and demonstrated successful and progressively responsible experience in the development and administration of risk management programs desired.
Risk Management related coursework and/or certification preferred.
An equivalent combination of education, training and experience which provides the knowledge, skills and abilities necessary to perform the work of the Sandpoint City Clerk may also be qualifying.

Licenses and Certifications:

Valid driver’s license
International Institute of Municipal Clerks (IIMC) Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) or similar certification preferred.

City of Sandpoint

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City Clerk - Risk Manager