A city clerk is responsible for much of the administrative and clerical work necessary for the proper functioning of the city. A city clerk job description may also be filed under the title municipal clerk and describes the many different commissions, boards, and councils for which the clerk keeps records.
A city clerk is a civil servant who works within the city records office and serves under the discretion of the city council.
Essential Duties and Responsibilities of a City Clerk
- Drafts City Council and zoning board meeting agendas and publishes those agendas for distribution at public meetings and publication on the city website.
- Answers correspondence with the City office.
- Announces meetings, events, and City Council conferences by publishing events on the city website, in pamphlets, and through local publications.
- Arrives early for all City Council meetings and records attendance.
- Attends City Council meetings and records the full minutes.
- Makes available minutes and transcripts of all meetings upon request.
- Prepares documentation for City Council members on issues discussed during meetings including actions to be completed before next meeting and directions for any staff members who were not in attendance.
- Drafts and finalizes resolutions as introduced, amended, and ratified in City Council meetings.
- Organizes data and forms for financial audits, declarations of economic interest, campaign financing statements, and any other financial information for the tax office.
- Complies with all Fair Political Practices Commission requirements and monitors filings for completeness.
- Assists with the proper conducting of elections.
- Orders forms necessary for elections, candidate filings, and sample ballots for easy distribution through a central office.
- Coordinates the proper execution of elections under the city’s jurisdiction.
Required Knowledge, Skills and Abilities
- Must be incredibly organized and detail oriented.
- Must be able to take notes at meetings and prepare write-ups within 24 hours according to city regulations.
- Must be familiar with legal requirements of City Council members, policies regarding meetings, and any laws applicable to administration of the city clerk’s office.
- Exceptional communication skills including written and verbal.
- Must have experience with technology including personal computing, email, copy and fax, scanners, audio recording equipment, word processing, spreadsheets and database.
- Must be able to obtain Notary Public commission.
- Must have strong writing skills in order to produce reports, correspondence, and meeting minutes.
- Must be able to multitask and work under stressful conditions and deadlines.
- Must be able to work with city officials and the general public.
- Must use good judgment and maintain confidentiality of personal and private information of citizens and officials.
Education and Experience
- High school diploma or GED equivalent required.
- Associate’s degree or Bachelor’s degree highly recommended.
- Must have at least some course work at the college level in political science, communications, business, or public administration.
- Must have at least two years’ experience in an administrative position, preferably in a public service position.
- Time will be spent attending to clerical and administrative duties including typing, filing, and organizing in an office setting as well as attending meetings in public government buildings.
- Must be able to work long hours sitting, typing and attending meetings.
- Must be willing to work flexible hours including nights and weekends as needed.
- Median yearly salary of $45,000 – $50,000.
- Increased wages commensurate with education and experience.