The City of Rochester invites applications for the position of:
Assistant City Clerk
The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.
We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.
It takes us all working together
Nature of WorkThe Assistant Clerk performs highly responsible and moderately complex clerical support work that requires knowledge of laws and regulations affecting City operations under the purview of the City Clerk's Office. Duties include providing customer service in person and over the phone, assisting with the coordination of licensing functions for the City, preparing City Council meeting materials and documentation, supporting election judge recruitment and assignment, managing parking violation collections, and support of the other functions of the City Clerk's Office. Work Schedule8 AM to 5 PM Monday through Friday
Pay2024 starting wage is $28.27 per hour with advancement to $35.51.
To have your application considered in the first round of reviews, please apply before Wednesday, September 18, 2024.Applications will be accepted until the position is filled.
The items below are representative of the scope of work performed within this job classification. Individuals within this classification will be assigned to specific areas of duties and responsibilities in both lead and back up capacities. These assignments may rotate and change within the office to ensure cross training and adequate ability to back up critical office functions.*Information Management- Utilize the City website and PEG channel to communicate public information.
- Prepare and send out electronic notifications to subscribers of various channels as needed.
- Assist with the City's response to data practices requests.
- Assist with the processing and retention of City contracts.
*Licensing- Process applications and payments for licenses/permits and maintain associated databases and supporting files.
- Administer registration of potentially dangerous dogs, and log all necessary information, including owner insurance information in appropriate database.
- Analyze incoming applications for licenses to determine eligibility based on applicable City ordinances.
- Work with applicants, other City departments, and third-party agencies to facilitate moving applications through the approval process.
- Provide information on licensing ordinances to Council Members, business and individual applicants, residents, and other community stakeholders.
*Assessments and Administrative Fines- Coordinate with other departments concerning special assessment and fine issues.
- Utilize the City's assessment software program to administer fines and assessments.
- Coordinate the deferred assessment process.
- Confirm accuracy and mail miscellaneous assessment billings and notices through the City's assessment software program.
- Organize and track the assessment process for council meetings.
*Election Coordination- Assist in recruiting and coordinating election judges.
- Assist in compiling election results electronically.
- Assist with the election process including absentee balloting, notices, and Election Day operations.
*Parking Permits and Tickets- Process parking permit applications and issue the appropriate residential parking permit based on location and eligibility of applicants.
- Coordinate with the vendor on any issues with the permit management system, including the sending of parking permit renewal letters annually.
- Process parking ticket payments and escalate concerns from customers.
- Coordinate with Police Department to verify information on vehicles eligible for towing.
- Provide technical support for parking enforcement software; assist with parking summons and violations.
- Provide data entry, corrections, and database maintenance of parking violations and summons.
*City Council Support- Assist in creating and preparing City Council agendas for publication and posting on the website.
- Schedule, prepare, and set up materials for Council and committee meetings.
- Attend meetings of the City Council as assigned to help record all actions taken.
- Assist in record keeping of all Council actions.
- Respond to requests from the public and other city staff for information about Council actions.
- Post required notices and legal documents.
*Providing administrative support- Sort incoming mail, send and receive shipments, and reconcile UPS invoices.
- Provide administrative support functions for the City Clerk's office in a timely and professional manner.
- Provide customer service including answering phones and questions.
- Provide proactive support of general reception responsibilities, including taking payments and assisting visitors in City Hall.
- Process purchase orders, expenditure reports, and payment vouchers.
Perform other duties as assigned or necessary. *ESSENTIAL FUNCTIONS
Education and ExperienceAn Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records;OR
A high school diploma AND five years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records.If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team. Desirable QualificationsFluency in another language, in particular Spanish, Somali, and/or Khmer.Experience in municipal government and/or working in a regulatory environment. PHYSICAL AND ENVIRONMENTAL CRITERIAIn compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.Physical demandsthat may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:Continuous demands: Standing, Sitting, Walking, Fine dexterityFrequent demands: Lifting, Handling, Reaching, CarryingOccasional demands: Pushing/Pulling, Kneeling, Crouching, BendingSensory requirementsnecessary in the performance of the essential functions of this position include: sight, hearing, touch.Environmental conditionsthat may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).