City Clerk Specialist II
Hiring Salary Range: $21.71 - $24.78/hour DOE
Department: City Clerk's Office
Reports to (Role): City Clerk
FLSA Status: Non-Exempt
Benefits Eligible: Yes
PERSI Eligible: Yes
Travel Required: None
Position(s) Supervised: None
Schedule: Generally, Monday through Friday, working hours between 8:00 am and 5:00 pm
- This position does not qualify for Visa Sponsorship.
WE TAKE CARE OF OUR PEOPLE!
The City of Nampa offers competitive benefits and growth opportunities, including the following for full-time positions in City Government Departments:
- Medical
- Dental
- Vision
- PERSI Retirement Plan, with 11.96% employer contribution
- 401 (k) & 457 Retirement Plans
- 11 Paid Holidays
- Paid Time Off (at least 4 weeks per year)
- Life Insurance with AD&D
- Short-Term Disability
- Long-Term Disability
- Flexible Spending Account
- Employer-Funded HRA VEBA Health Savings
- Wellness Program & Rewards
- Opportunity for student Public Service Loan Forgiveness
- Harward Recreation Center Discounts
- Other Great Benefits!
POSITION SUMMARY:
The Clerk Specialist II provides essential administrative support to the City Clerk, contributing to the smooth daily operations of the City Clerk's department. This role involves performing a range of highly responsible administrative tasks, such as supporting the preparation and distribution of agendas and minutes, as well as managing the receipt and assisting with the processing of various public records.
Employees in this position require comprehensive knowledge of municipal clerk operations, policies, and procedures, along with exceptional sensitivity, tact, discretion, and professionalism in all duties. The Clerk Specialist II stands out from other administrative roles due to its dedicated placement in the City Clerk's office and focus on specialized, high-stakes responsibilities.
Work is conducted under the general supervision of the City Clerk, with significant autonomy for independent judgment and initiative. Success in this role demands building and sustaining strong working relationships with the City Clerk, fellow city staff and officials, and members of the public. Duties are typically carried out in a standard office setting.
ESSENTIAL FUNCTIONS:
- Prepares and maintains official records for the City, including participating in the preparation and retention of meeting notifications, agendas, minutes, codes, and related documents; attending, recording, and providing minutes of meeting proceedings; and providing information to the public or to City employees that requires interpretation of City policies, codes, rules, or procedures.
- Prepares and coordinates the publication, posting, and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes.
- Responds to inquiries from City Council Members, City management and staff, and the general public regarding Council actions, official records, and interpretation of related policies, procedures, and laws; researches, compiles, and analyzes data for special projects and reports, as needed.
- Assists the public and City staff by helping to identify records and information relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
- Receives claims against the City, subpoenas, and summons.
- Receives and processes passports for community citizens.
- Performs a variety of administrative support tasks such as photocopying information, answering telephone calls, and maintaining records and files.
- Records, disseminates, and files all contracts, deeds, easements, ordinances, and resolutions.
- Issues city licenses and permits based on City Code.
- Reviews all ISP background checks for business licensing.
- Provides customer service to the general public and cemetery personnel for cemetery operations.
ADDITIONAL FUNCTIONS:
- Assists other City Clerk staff on special projects and provides research assistance to city staff when requested.
- Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
- Assumes responsibility for other duties as required or assigned.
REQUIRED EDUCATION, EXPERIENCE, & LICENSE/CERTIFICATIONS:
- High School Graduate or General Education Degree (GED): Required.
- 2+ years of progressively responsible experience providing complex administration support to a municipal clerk’s office, elected, or appointed public agency body or public agency chief executive; records manager experience, interpreting and applying governmental operations, code maintenance, and applicable State statutes.
- And/or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
- Ability to become a Certified Passport Acceptance Agent through the State Department within 60 days of hire.
- Ability to obtain a Notary Public for the State of Idaho within one (1) year of employment.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
- Thorough knowledge of objectives, programs, policies, and procedures of a municipal clerk's office.
- Thorough knowledge of the City's applicable federal, state, and local laws, codes, ordinances, and regulations related to department operations.
- Thorough knowledge of Proper English usage, spelling, grammar, and punctuation.
- Thorough knowledge of standard business software, including word processing, spreadsheet, and database programs.
- Thorough knowledge of office administrative practices and procedures, record keeping principles and practices, and of specialized computer and data entry generation.
- Ability to perform basic technical office and administrative support and maintain City and office files.
- Ability to organize work, set priorities, and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
- Ability to read, comprehend, interpret, explain, and apply department policies and procedures and pertinent federal, state, and local laws, codes, ordinances, and regulations, City rules, policies, and procedures to City employees and the general public.
- Ability to maintain professionalism and composure at all times, including stressful situations, and handle disputes and complaints in a calm, courteous, and tactful manner.
- Ability to organize and prioritize projects and tasks to meet strict deadlines.
- Ability to understand and follow oral and written instructions.
- Ability to evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
- Ability to demonstrate tact and diplomacy and maintain confidentiality of information.
- Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language; understand and follow oral and/or written policies, procedures, and instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; and prepare and present accurate and reliable reports containing findings and recommendations.
- Integrity in the performance of assigned tasks.
WORK ENVIRONMENT:
- Work is performed primarily in an office environment. The employee in this class is subject to inside environmental conditions, including exposure to controlled temperatures, artificial lighting, and typical office noise.
REASONABLE ACCOMMODATION STATEMENT:
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. A reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.
EEO STATEMENT:
The City of Nampa is an equal employment opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, national origin, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.
DISCLAIMER:
The City has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the City reserves the right to change this job description and/or assign tasks for the employee to perform, as the City may deem appropriate.
This position may be extended, or it may close before the closing date.
