City Clerk

City of Hopkins•Hopkins, MN

About The Position

The City of Hopkins is seeking a collaborative, experienced municipal clerk to work in its Administrative Department. The City is a Charter city that recently switched to even-year elections. The position reports to the Assistant City Manager and works with a Deputy City Clerk and seasonal election staff. The City Clerk performs administrative and specialized duties supporting the City Council, oversees citywide elections, and serves as the point of contact for most city business licenses and permits. The role prepares council agendas, updates the City Code of Ordinances and policies, and serves as the City’s authority on data practices and as Compliance Official. Work is performed with latitude for independent judgment in accordance with City policies and applicable federal, state, and local regulations, and is periodically reviewed by the supervisor. The position supervises staff and provides specialized administrative support to the Administrative Department and City Council. It coordinates elections, records and information management, business licensing and permitting, administrative citations and hearings, and Charter Commission support. Other duties include serving as a public notary and performing similar work as assigned.

Requirements

Bachelor’s degree, Minnesota Certified Municipal Clerk (MCMC) or similar certification, and 3 years of related experience; or an equivalent combination of education and experience.
Public Notary or ability to obtain within six months of hire.
Knowledge of supervisory principles; applicable federal, state, and municipal laws, rules, and regulations; English grammar and spelling; budget principles and practices; modern office practices; and records and information management principles and practices.
Skills in supervising and evaluating employees, prioritizing and assigning work, applying laws and regulations, preparing business correspondence, reports, procedures, and minutes, interpreting administrative and technical materials, using computers and related software, mediating conflict, conducting research, and communicating effectively with coworkers, supervisors, the public, and others.

Nice To Haves

Two years of supervisory experience.
Two years of experience administering elections, records management, or business licenses.

Responsibilities

Supervise staff by prioritizing and assigning work, conducting performance evaluations, ensuring training and policy compliance, and implementing hiring, termination, and disciplinary recommendations.
Support the Administrative Department and City Council by researching agenda matters, making recommendations, gathering and disseminating agenda materials, preparing office budgets, recording proceedings, and preparing minutes, packets, reports, correspondence, and other documents.
Issue and/or process business and liquor licenses and permits, coordinate special event permits, and maintain office inventory.
Update the City Code of Ordinances and policies and serve as Compliance Official and the City’s authority on data practices.
Coordinate City records activities, including collection, storage, destruction, scanning, archiving, and document integration; maintain files on ordinances, resolutions, contracts, and agreements.
Research and recommend revisions to City ordinances and legislative policies, help ensure ordinances comply with state and federal law, and answer ordinance questions from staff and residents.
Lead and coordinate City elections in accordance with applicable federal, state, and municipal laws, including developing election calendars and budgets, ensuring election equipment and materials are available and functional, troubleshooting equipment, training staff and judges, securing polling locations, issuing certification, and preparing handbooks.
Recruit, hire, and train election judges; schedule them for early, health care, and Election Day voting; manage staff during early voting and Election Day; prepare City Council candidate filing packets; and ensure candidates submit campaign financial reports on time.
Research and provide recommendations on assigned special projects.
Coordinate the administrative citation program, schedule hearings, document results, maintain citation databases, coordinate certification of outstanding citations with the assessing clerk, assist the Police Department with liquor and tobacco license violations and potentially dangerous dog designations, coordinate hearings, and prepare violation letters.
Serve as staff liaison to the Charter Commission, recommend City Charter amendments, and prepare and distribute Charter Commission minutes.
Serve as a public notary and perform other duties of a similar nature or level.