City Clerk Specialist

City of Yuma•City of Yuma, AZ

3d•Onsite

About The Position

The City Clerk Specialist will provide professional administrative and technical support, assisting both the City Clerk and Deputy City Clerk in managing the day-to-day operations of the City Clerk’s Office. This role involves performing specialized administrative and office support duties, including special assignments involving independent research and follow-through. The specialist will maintain and research multiple computer databases and records, and provide service and assistance to City Clerk customers, utilizing knowledge of the operations and policies of the City. The position supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior and promotes the City goals and priorities. The role requires maintaining absolute confidentiality of work-related issues and City information.

Requirements

High School Diploma or GED equivalent
Three years administrative support experience
Must be able to type 48 wpm proficiently
Knowledge of City policies and procedures.
Knowledge of Federal, State, and City laws, statutes, and ordinances governing City administration, open meetings, public records, and elections.
Knowledge of Professional standards for business correspondence, writing, spelling and grammar.
Knowledge of Customer service standards and protocols.
Knowledge of Principles and practices of record keeping, records management, records retention, confidential records management, and contract management.
Skill in completing assignments with minimum supervision.
Skill in dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
Skill in exercising appropriate judgment in answering questions and releasing information.
Skill in establishing and maintaining effective working relationships with co-workers.
Skill in operating a personal computer utilizing standard and specialized software, and entering information into a computer system with speed and accuracy.
Skill in communicating effectively verbally and in writing.

Nice To Haves

Additional experience in a municipal or county clerk's office in Arizona is preferred

Responsibilities

Performs administrative support and Clerk Specialist duties within scope of authority and training, and in compliance with City policies and quality standards.
Assists Clerk team with administrative support, technical assignments, and research projects; works independently and cohesively with team in completing assignments, and makes appropriate decisions based on experience and knowledge of City policies and procedures.
Responsible for transcribing and summarizing minutes for various meetings; provides backup to Administrative Assistant; assists in meeting preparation, follow up, and posting of various agendas.
Coordinates purging of documents and assists with retention of department documents pursuant to the State Retention Schedule.
Processes licensing including Liquor Licenses, Special Event Liquor Licenses, Bingo Licenses and Off-Track Betting Licenses.
Applies judgment and knowledge of the operations of the work group to resolve problems and make work process decisions; refers matters requiring policy interpretation to supervisor for resolution.
Provides front line customer service, information and assistance to customers and City team members through telephone and walk-up counter; answers questions and resolves issues within scope of authority, using knowledge of department and City policies and procedures.
Researches information requests, and responds independently to internal and external inquiries when appropriate.
Updates and maintains website, Clerk databases and files; reports data discrepancies to supervisor.
Processes election documents, technical records, and applications; checks documents for validity and accuracy of information; resolves technical issues within scope of authority.
Performs DPL services to the Clerk's Office; bookkeeping; payroll, timekeeping and accounting functions; prepares all necessary travel paperwork; audits the cash drawer.
Completes and coordinates special projects, program assignments, and research functions.
Prepares, compiles and distributes correspondence, information packets, and other communications.
Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; promotes the City goals and priorities, vision, values and the “Yuma Way”, and complies with all City policies and procedures.
Maintains absolute confidentiality of work-related issues and City information; performs other duties as required or assigned.