City Clerk
CITY OF LATHRUP VILLAGE
JOB DESCRIPTION
CITY CLERK
Supervised By: City Administrator
Supervises: Building Maintenance Worker(s), Election Inspectors, and administrative staff as
assigned
Position Summary:
Under the general supervision of the City Administrator, serves as Clerk of the City Council and custodian
of the City Seal. Administers elections and oaths of office and serves as official custodian of all City records
and documents. Provides routine and complex administrative work in the maintenance of City records,
and issuance of licenses and permits.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These
examples do not include all of the duties which the employee may be expected to perform. To perform
this job successfully, an individual must be able to perform each essential function satisfactorily.
- Serves as Clerk to the City Council. Attends meetings, records, and prepares official meeting
minutes, and assures legal notices are published. Prepares and edits resolutions, proclamations,
ordinances, and other official documents. Assists other boards, commissions, and committees as
required. Prepares and publishes all official notices and otherwise ensures proper dissemination
of council actions and activities.
- Serves as official custodian for the safekeeping and management of the City seal and all City
records and papers, documents, and bonds. Administers oaths of office, certifies, signs, and
records official documents. Oversees the codification of ordinances. Catalogs, files, and otherwise
maintains comprehensive record-keeping systems for all official City documents. Provides ample
notice to the appropriate departments and officials of the expiration or termination of any
franchise, contract, or agreement.
- Administers all elections held in the City per Federal, State, and local laws. Prepares legal notices,
issues absentee ballots, and forwards returns to the County Clerk. Hires, trains, supervises, and
schedules election workers. Maintains election equipment and coordinates the setup and tear
down of voting equipment.
- Oversees the registration of voters, the preparation of voter identification cards, and the
maintenance of voter records. Coordinates voter record information with other agencies.
- Serves as the City’s Freedom of Information Act (FOIA) coordinator. Assists in researching and
compiling information and coordinates with the City Administrator and/or City Attorney as
needed.
- Attends to the counter and phones as needed, receives, and posts payments, and provides
general information regarding City operations, policies, and procedures. Serves as a key liaison
to the public, responding to routine and complex inquiries and assisting the public with a broad
range of issues and needs.
- Oversees and participates in the issuance of various licenses, permits, and applications.
Coordinates process with appropriate departments, collects related fees, and maintains related
files. Prepares license and permit activity reports as requested.
- Oversees the scheduling and rental of the community room as needed.
- Prepares and administers the annual Community Development Block Grant (CDBG). Administers
grant program, prepares the annual application, publishes public hearing notices, attends related
seminars, and completes related reporting requirements. Assists in the administration of other
City grants as needed.
- Administers a variety of liability insurance claims with third-party insurance carriers. Collects
related information, files necessary reports, and maintains related files.
- Serves as a backup to the building inspection and permitting process.
- Prepares regular status and special reports as requested by the City Administrator or City Council, and as required by other entities. Completes special projects and makes presentations as requested.
- Maintains inventory of office supplies and places restocking orders according to established
purchasing procedures.
- Attends meetings, conducts research, prepares reports, and completes special projects as
assigned.
- Keeps abreast of new administrative techniques and current issues through continued education
and professional growth. Attends conferences, workshops, and seminars.
- Performs other related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum
qualifications necessary to perform the essential functions of the position. Reasonable accommodation
may be made to enable individuals with disabilities to perform the job.
- An associate degree or equivalent in business administration, public administration, or related
field is preferred.
- Two or more years of experience in a related setting, preferably in a local government setting.
- State of Michigan Vehicle Operator’s License, satisfactory driving records, and the ability to
maintain one throughout employment.
- Certification as a Municipal Clerk preferred.
- Certification as a Notary Public or the ability to become certified is required.
- Substantial knowledge of the City Charter, official City policies, rules of public meeting conduct,
and the laws and ordinances governing elections, record keeping, and access to public
information.
- Thorough knowledge of City services, organizational structure, and general municipal operations
to effectively direct and assist the public.
- Skill in taking minutes, maintaining and updating complex records and documents, compiling,
and evaluating data and information, and preparing clear and accurate reports.
- Skill in the use and maintenance of automated office equipment, including computers and related
software, and the ability to set up, operate, and train others in the use of voting equipment.
- Ability to maintain accurate records and prepare comprehensive reports.
- Ability to communicate effectively and present ideas and concepts orally and in writing and make
public presentations.
- Ability to establish effective working relationships and use good judgment, initiative, and
resourcefulness when dealing with employees, City officials, professional contacts, community
leaders, the media, and the public.
- Ability to critically assess situations, problem-solve, exercise a high degree of diplomacy, and work
effectively under stress, within deadlines, and changes in work priorities.
- Ability to attend meetings outside of normal business hours and work extended hours during
elections.
Physical Requirements and Work Environment:
The physical demands and work environment described here are representative of those an employee
encounters while performing the essential functions of the job. Reasonable accommodation may be made
to enable individuals with disabilities to perform the job.
An employee in this position spends much of their time in an office setting with a controlled climate where
they sit and work on a computer for extended periods, communicate by telephone, email, or in person,
and move around the office or travel to other locations. The noise level in the work environment is usually
quiet.
During elections, the employee is required to work extended hours, travel between sites, set up and tear
down election equipment, and lift and/or move items of moderate to heavy weight. The noise level in
the work environment is usually quiet to moderate.
Job Description | Post Date | Closing Date |
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