City Clerk Specialist

City of Kingman•City of Kingman, AZ

3d•Onsite

About The Position

The City of Kingman is seeking a City Clerk Specialist to perform a wide variety of technical, highly responsible, and specialized administrative support work for the City Clerk’s office, the City Manager, and City Council. This role involves providing, maintaining, and distributing public records, managing contracts, reporting on City Council actions, preparing public notifications and notices, scheduling meetings and appointments, and assisting in the coordination of City elections. The ideal candidate is an organized, detail-oriented administrative professional who thrives in a fast-paced municipal environment, takes pride in accuracy and public trust, and excels at balancing complex technical tasks with top-tier customer service.

Requirements

High school diploma or GED
A minimum of two (2) years of progressively responsible administrative experience, including experience providing executive-level administrative support.
Valid Arizona Driver’s License or ability to obtain within 6 months of hire.
Ability to be bondable.
Must have or obtain a Notary public certification within six (6) months.
Working knowledge of City organization, operations, policies and procedures; Federal, State, City and County laws, statutes, and ordinances relating to City government administrations; Federal and State Legislative processes and intergovernmental relations to include coordination of activities and communications; Principles and practices of modern records management, record retention and contract management; Municipal election process; Principles and practices leadership and supervision; Thorough knowledge of office practices and procedures; Customer service procedures and techniques; English spelling, grammar and punctuation; General bookkeeping practices and cash handling processes.
Skill in operation of listed tools and equipment
Interpreting, understanding and applying applicable Federal and State rules and regulations, and City policies and procedures
Assessing and prioritizing multiple tasks, projects and demands
Utilizing computers and relevant software applications
Working under pressure of deadlines and establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public
Reading and interpreting data, manuals and specifications
Taking and transcribing accurate minutes of meetings
Proofreading materials
Troubleshooting problems
Ability to accurately record and maintain records
Establish and maintain effective working relationships with employees, other departments, officials and the public
Communicate effectively, and provide clear explanations and answers, both orally and in writing
Effectively use computerized data management systems
Conduct research, analyze findings and prepare clear and concise reports and recommendations
Comprehend and make inferences from written material such as proposed legislation, legal opinions, Municipal Code, State statutes, Council and committee minutes in order to assess compliance with legal requirements.
Respond to requests and inquiries from the general public, media, and city departments.
Comprehend, summarize, edit and review documents for accuracy
Plan, organize, and/or direct the activities of others
Review and evaluate their work products
Establish and maintain effective and accurate records and filing systems
Gather, research and interpret data
Carry out assigned projects to their completion and perform multi-tasks with numerous interruptions
Prepare legislative research and outlines, council agenda packets, minutes, write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar
Interpret rules, regulations, and policies and make decisions based upon them
Maintain confidentiality of information
Perform basic mathematical calculations
Participate in teamwork productively.

Nice To Haves

Experience within a City Clerk’s office or other municipal/local government setting is preferred
Certification as a Municipal Clerk (CMC).
A bachelor’s degree in business administration, public administration, political science, or a closely related field.
Certified Municipal Clerk or ability to become certified within three years.
Certified Arizona Election Official, or ability to become certified within three years.

Responsibilities

Participates in agenda packet compilation, preparation, and distribution, ensuring all Council agendas, minutes, and notifications comply strictly with Open Meeting Law requirements.
Arranges the preparation and publication of official notices, agendas, ordinances, and resolutions.
Assists the City Clerk in the technical preparation, recordation, and transcribing of proceedings during special and regular meetings and public hearings of the City Council and other Boards and Commissions.
Attends meetings, coordinates required follow-up on meeting action items, and may make presentations to Council, boards, commissions, and the public as assigned.
Prepares and processes post-meeting City Council documents, including approved contracts, agreements, adopted resolutions, ordinances, and minutes, ensuring all materials and documents for signature are accurate and complete.
Assists with formal bidding processes and required publications.
Schedules meetings, coordinates travel arrangements, and processes per-diem requests for the City Manager, Mayor, and Council, while providing backup administrative duties to their offices as required.
Processes liquor license and special events permit applications, communicates with applicants, and assists in training City staff on the operation of Agenda Management and Special Event Permitting software.
Maintains absolute confidentiality of work-related issues and City information, serves as a notary public, acts for the City Clerk in cases of absence, and fulfills peripheral duties such as attending workshops, serving on committees, and working flexible hours for special meetings.
Provides comprehensive information on City programs, codes, ordinances, and policies to staff, agencies, and the public.
Researches records, provides customer assistance, processes public records requests, and refers complex questions to the City Clerk or City Attorney.
Assists the department with records management by establishing, organizing, and maintaining filing systems, scanning and indexing records into electronic document management systems, and preparing records retention and destruction reports.
Assists the City Clerk in planning and conducting City elections, drafts comprehensive reports or manuals, and assists in preparing quarterly and annual reports.
Performs general financial and accounting functions for the department by reconciling procurement card purchases, processing invoices, creating purchase orders, processing requisitions, and assisting with updating contracts and cooperative purchasing documents.
Studies and recommends procedures to improve the efficiency and effectiveness of departmental operations.
Maintains regular attendance as an essential function of the job to ensure operational continuity, and performs other special assignments as requested.