City Clerk's Office Supervisor

Southfield, City of•Southfield, MI

11d

About The Position

This position provides confidential administrative and operational support to the Clerk's Office. The City Clerk's Office Supervisor assists the City Clerk and Deputy City Clerk in all aspects of departmental operations, supervises, trains, and supports Clerk’s Office personnel, and assists with election preparation and administration. The role involves verifying eligibility for and issuing business licenses, maintaining official City records and vital records with accuracy and confidentiality, and overseeing the process and response to Freedom of Information Act (FOIA) requests. Additionally, the position provides administrative and staff support to the City Council, including meeting preparation and minutes, creates certified resolutions, arranges public notices, and updates Municode. Administrative functions include payroll processing, budget preparation and monitoring, invoice processing, and record management. The role ensures compliance with City Charter requirements and applicable laws, regulations, and policies, and handles confidential and sensitive information with discretion and professionalism. Other duties as assigned by the City Clerk, Deputy Clerk, or as outlined in the City Charter.

Requirements

Relevant experience, and/or Certified Municipal Clerk designation.
At least three (3) years of increasingly responsible experience in Clerk department or municipal government.
Expertise in staff supervision and organization skills.
Expertise in the state and local legislative process.
Expertise in current election equipment, procedures, and laws.
Ability to recognize, analyze, and address complex and/or sensitive matters related to all aspects of municipal operations.
Considerable knowledge and expertise in the use of personal computers, including BS&A, NeoGov, Granicus, Adobe, Laserfiche, word processing, database, and spreadsheet software.
Positive outlook and strong leadership skills.
Public service attitude and ability to deal politely, tactfully and courteously with the public, elected officials, and City staff.
Excellent interpersonal written and verbal communication skills.
Ability to maintain the confidentiality of material not subject to disclosure.
Availability for night meetings, extended hours during elections, as well as ability to address urgent City business during non-business hours as necessary.
Applicants will be subject to a criminal history background check.

Responsibilities

Supervise, train, and support Clerk’s Office personnel.
Assist the Election Specialist with the preparation and administration of local, state, and federal elections.
Verify eligibility for and issue business licenses in accordance with applicable laws, regulations, and ordinances.
Maintain official City records and vital records with accuracy and confidentiality.
Oversee the process and respond to Freedom of Information Act (FOIA) requests.
Provide administrative and staff support to the City Council, including meeting preparation and meeting minutes.
Create certified resolutions and arrange the public notices.
Update Municode as needed.
Perform administrative functions for the Clerk’s Office, including payroll processing, budget preparation and monitoring, invoice processing, and record management.
Ensure compliance with City Charter requirements and applicable laws, regulations, and policies.
Handle confidential and sensitive information with discretion and professionalism.
Perform other duties as assigned by the City Clerk, Deputy Clerk, or as outlined in the City Charter.
Provides confidential duties related to labor relations and employee relations.