City Clerk

SUMMARY/PURPOSE

Responsible for the strategic direction and leadership oversight of the overall operation of the Office of the City Clerk; oversight of City Council administrative support; budget preparation and management; personnel supervision; administrative fine appeals process and serving as a staff liaison with various audiences. Serve as a professional liaison between the City Council City departments and the citizens. Serve as a chief spokesperson communicating with the general public and community representatives. Serve as the Citys Authority and Compliance Official for the Minnesota Data Practices Act.

SUPERVISION RECEIVED

The supervisor provides administrative direction with assignments in terms of broadly defined missions or functions. Incumbents have responsibility for planning designing and carrying out programs projects studies or other work independently.

SUPERVISION GIVEN

Does have supervisory responsibility typically for employees with little discretion. Makes decisions and/or recommendations about hire termination pay and performance.

1. Perform all charter statutory and constitutional duties of the City Clerk.

2. Oversight of City Council administrative support including but not limited to equipping the City Council with the resources systems and support necessary to properly and effectively discharge their official duties.

3. Record file index preserve and publish City Council ordinances and proceedings in accordance with applicable law and policy.

4. Record in full uniformly and permanently all ordinances and authenticate the same.

5. Supervise the official publication of all ordinances designated by the City Council and such other official notices as may be his/her responsibility to do so.

6. Develop and administer the budget for the City Clerks office.

7. Assist Administration and all City staff liaisons to equip City boards and commissions to properly and effectively discharge their official duties including the notification of impending term expirations of a member of any board or commission.

8. Serve as the Citys election official by ensuring compliance with state laws related to municipal elections.

9. Coordinate the redistricting process including securing all polling locations throughout the City.

10. Oversee the Clerks permitting and licensing process and serve as the official issuer of all permits and licenses except those which are required otherwise to be issued by a particular department or office.

11. Serve as the custodian of the official seal of the City.

12. Develop and implement records management policies/procedures to ensure the maintenance and custody of official records and archives of the City including ordinances resolutions contracts agreements deeds insurance documents and minutes.

13. Conduct Council Board & Commission training for City staff liaisons as needed.

14. Administer oaths of office for the City.

15. All written contracts bonds and instruments of every kind and description to which the City shall be party shall be executed in the name of the City by the Mayor or other officer designated by ordinance for that purpose and shall be attested by the Clerk and when necessary shall be acknowledged (per City Charter).

16. Manage employee performance and provide training coaching and mentoring for employees.

17. Provide clear sufficient and timely direction and information to the employees about plans expectations tasks and activities.

18. Demonstrate highly-effective leadership by promoting and supporting the mission and vision of the organization recognizing and defining issues and taking initiative towards improvements.

19. Recommend the hire transfer assignment promotion employee grievance resolution discipline suspension or discharge of assigned personnel.

20. Provide for ongoing training of employees in emerging methods trends technologies and proper and safe work methods and procedures.

21. Coordinate with various City departments other government agencies and community groups to develop methods of sharing resources minimizing duplication and simplifying procedures.

22. Establish and maintain positive working relationship with the employees by maintaining two-way communication producing consistent results advocating for the team when appropriate and offering expertise to improve processes systems and the organization.

23. Other duties may be assigned.

Education & Experience Requirements

A. Bachelors Degree in Public Administration Law Management Communications or a related professional field and four (4) years of progressively responsible professional-level experience; OR a minimum of eight (8) years of related education and/or full-time verifiable professional experience to include at least four years of increasingly responsible managerial leadership or administrative experience preferably in municipal government.

B. Two years of experience in a supervisory/lead position of similar complexity and level of responsibility preferred.

License Requirements

A. Possess and maintain a valid Minnesota Class D drivers license or privilege.

All highly qualified candidates are encouraged to apply. Highly qualified individuals with professional level leadership experience in a public capacity are encouraged to submit qualifications for consideration. Final selection of top tier candidates will be based on the combination of relevant education experience training special skills etc. that best fit the needs of the City. Those applicants with qualifications best suited to the needs will be contacted for interviews.

The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race color creed religion national origin sex marital status familial status age sexual orientation status with regard to public assistance disability genetic information veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Non-Discrimination
The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race color creed religion national origin sex marital status familial status age sexual orientation status with regard to public assistance disability genetic information veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process(does not apply to Charter Appointment provisional temporary or part-time non-union selections)
For individuals who qualify under the Americans with Disabilities Act (ADA) alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at as soon as possible prior to the scheduled date of the exam. TDD services are available through .

Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986 the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment provisional temporary or part-time non-union selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing shall contain a complete statement of the matter in controversy and the relief requested and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically the notice should be sent by email to .

VETERANS PREFERENCE
Does not apply to Charter Appointment provisional seasonal temporary or part-time non-union selections

OPEN SELECTIONS
If claiming veterans preference please attach to your application (via file upload)a copy of all documents required for the option that applies to you:

Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge.

Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months.

Spouse of Disabled Veteran
1.) Copy of Marriage Certificate;
2.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
3.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if the veteran is unable to qualify for the specific position being applied for as a result of the service-connected disability.)

Spouse of Deceased Veteran
1.) Copy of Marriage Certificate;
2.) Death Certificate or other proof of death;
3.) Member Copy 4 DD214 or DD215 indicating an honorable discharge. If Disabled Veteran also include
4.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 10% or greater dated within 12 months. (Eligible only if applicant has not remarried and the veteran died during active duty or as a result of an injury received from active duty.)

Preference points will be added to Veteran Spouse of Disabled or Deceased Veteran or Disabled Veterans score only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

PROMOTIONAL OR INTERNAL SELECTIONS
If claiming veterans preference please attach to your application (via file upload) a copy of the documents listed below:

Disabled Veteran
1.) Member Copy 4 DD214 or DD215 indicating an honorable discharge;
2.) FL-802 FL 21-802 or letter of disability or equivalent from USDVA Boards written decision of a compensation rating of 50% or greater dated within 12 months.

Preference points will be awarded to Disabled Veterans score one time on first promotional or internal only selection process after securing City employment and only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

Please refer toMinnesota Statute 197.455for additional information about Veterans Preference.