The purpose of this position is to serve as official clerk to elected officials and maintain records for the city. This is accomplished by ensuring all services and programs are in legal compliance, directing city elections, directing the records management program, developing goals and objectives, recommending policies and procedures and overseeing budget preparation and expenditures. Other duties include participating on committees, representing the city, and coordinating with city attorneys on legal matters.
At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values:
Adaptability - Integrity - Initiative - Empathy - Optimism – Innovation
Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview.
All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as it will come from a system generated source. This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.
- Supports council, Boards, Commissions and Committees, and management activities by directing the preparation and posting of all meetings, recruiting for appointment, recording documents, researching new technologies, coordinates working with elected officials, departments and employees, attending meetings and take minutes, and responding to inquiries and requests. ensures that all meetings are in legal compliance with the Arizona Open Meeting Laws, ensures that all meeting follow-up is completed in a timely manner and is in legal compliance. Serves as support and/or Secretary or Community Facility District Boards (CFD) and multiple Council appointed Boards and Committees.
- Ensures compliance with State Public Records Statutes and all federal laws pertaining to records. Manages records retention by directing the records management program, ensuring historical documents are preserved, implementing the disaster recovery program, and maintaining electronic systems.
- Manages staff by planning and prioritizing tasks, ensuring policy and procedure compliance, recommending changes and adjustments, coordinating efforts with departments, ensuring legal compliance, and monitoring staff performance and development.
- Serves as chief election official by directing all election activities, ensuring compliance with all legal requirements, and coordinating the election process with outside agencies.
- Receives all claims against the City, processes and approves or denies all Special Event Liquor Licenses received, processes all waiver requests related to Special Event applications.
- Formal Education/Knowledge: Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.
- Experience: Minimum seven years of experience in a related field.
- Certifications and Other Requirements: Certified Municipal Clerk designation (CMC), Notary.
- Reading: Work requires the ability to read administrative and technical documents, state statues, liquor permits annexations, and records management at a college level.
- Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division.
- Writing: Work requires the ability to write technical documents, records management, and requires a very clear and precise writing skills.
- Managerial: Semi-Complex - Work requires managing and monitoring work performance of a department including evaluating program/work objectives and effectiveness, establishing broad organizational goals and realigning work and staffing assignments for the department.
- Budget Responsibility: Moderate - Has responsibility for final approval of a department's budgetary recommendations to a Deputy City Manager/City Manager. Monitors progress toward fiscal objectives and adjusts plans as necessary to reach them.
- Policy/Decision Making: Moderate - The employee normally performs the duty assignments within broad parameters defined by general organizational requirements and accepted practices. End results determine effectiveness of job performance. This position independently decides how objectives are achieved and what resources are needed. Typical positions in this category are upper management to executive level jobs.
- Technical Skills: Comprehensive Application - Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs, solutions for highly complex issues, and/or processes organization-wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.
- Interpersonal/Human Relations Skills: Moderate - Interactions involve overseeing and/or approving final decisions regarding policy development and implementation. This level often involves interaction with others outside the organization or department on key organizational/departmental issues and requires exercising participative management skills, high levels of negotiation, and the ability to reach consensus on complex issues to achieve organizational goals and objectives.
The following objectives are not all-inclusive and are a representative of only a small portion of what should be accomplished as a leader and active team member.
- Attend and manage all City Council Meetings as the City Clerk to ensure legal compliance with Arizona Open Meeting Laws and City Charter
- Support City Council, Board, Commissions, and Committees, including directing the preparation and posting of all meetings, recruiting for appointment and other duties as required
- Become proficient in administering the City’s agendas management software systems to create agendas, minutes, and other documentation in accordance with state law
- Maintain oversight of City’s records management system, records retention, and public records request process in accordance with state and federal laws
- Serve as chief election official by directing all election activities, ensuring compliance with all legal requirements, and coordinating the election process with outside agencies.
- Receive claims against the City, and ensure timely processing of special events and liquor license applications in compliance with City Code and state law
- Oversee budget preparation and expenditures for the City Clerk’s Office to ensure fiscal and resource management
- Provide coaching and mentoring as a leader who embodies the City’s core values, and meet regularly with each direct report/employee to develop relationships, set expectations, establish performance objectives, and ensure team member success
- Participate in clerk training as a Master Municipal Clerk (MMC) – IIMC, including ACMA Annual Conference and Election Training and networking with Arizona Municipal Clerks Association and International Institute of Municipal Clerks
- Update City records retention policy and implement records management system in collaboration with IT team
- Develop and update department strategic plan and staffing plan with measurable objectives aligned with Citywide strategic goals
