City Clerk



Job Description

Job Title: City Clerk Report to: City Manager Exempt

General Description

The purpose of this job within the organization isto execute the duties of the City Clerk and manage the City Clerk's office by serving as a liaison between City elected officials, City staffand the public.

This job works independentlyunder limited supervisionreporting major activities through periodic meetings.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job/class as necessary.

Essential Functions:

Prepares briefing material and agenda packet for council meetings; coordinates meeting logisticsprepares and processes documents for signatureattends meetingsschedules and advertises Public Hearingsprepares official record of meeting.

Maintains record of Council actions as the Custodian of Records; creates and maintains City archive; processes City legislationmaintains City Charter and Code; provides official notices and certified copies; controls City Seal; creates and implements records retention schedule.

Provides public notice of Council meetings, agenda items and public hearings;posts agenda material to websitestreams Council meetings and publishes video; responds to requests for information.

Manages City Clerk Department workloadsupervises subordinate employees.

Contributes to general City operations as a member of the City Manager's Senior Staff Team.

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Manages department communicationswriteseditsand proofreads material published or distributed by the City Clerk's office including memoranda,notices, website pagescable channelnewslettersand correspondence.

Ensures City compliance with Maryland Open Meetings Act and Public Information Act.

Additional Duties:

Supervises City electionsworks with Election Board and Election Clerkprepares election materialproceduresand instructions; reviews ballots; supervises absentee votingacts as liaison with candidatesresidentsand press.

Prepares annual budget for City ClerkMayor and CouncilAdvisory BoardsEthics Commissionand Elections; monitors expenditures; controls department credit cardapproves and codes invoices.

Coordinates rental of City facilitiesdevelops procedurespolicies and forms and provides logistical support for the rental of City facilities by outside parties.

Schedulesadvertisesplans and executes special events for Mayor and CouncilVIP dinners, receptions; marches and ralliespress conferences, and election coverage.

Performs related work as assigned.

ResponsibilitiesRequirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledgeand conceptions obtained by observation, investigationinterpretationvisualizationand mental creationData are intangible and include numberswords, symbols, ideas, conceptsand oral verbalizations.

Coordinates or determines timeplace or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public Supervises or leads others by determining work proceduresassigning duties, maintaining harmonious relationsevaluating performanceand promoting efficiency.

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Asset Responsibility:

Assets responsibility refers to the responsibilityfor achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management of a small division; handles supplies of high value or moderate amounts of money consistent with the operation of a small division.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratiosrates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads professional literature and technical manualsspeaks to groups of employeesother public and private groupswrites manuals and complex reports.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Decision-making is a significant part of the job, affecting a large segment of the organization and the general public; works in a dynamic environment, responsible to assist in developing policies and practices.

Complexity of Work:

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Complexity addresses the analysis, initiativeingenuityconcentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs supervisory work involving policy and guidelinessolving both people and work related problems; requires continuousclose attention for accurate results and frequent exposure to unusual pressures.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and propertyloss of dataexposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is serious - affects most units in organization, and may affect citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machinestoolsequipment, work aidsand products.

Supervises the handling/use of work aids involving extensive latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.


Safety of Others:

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Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public(Does not include safety of subordinates).

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements:

Requires a bachelor's degree in businessliberal artsor closely related field or experience equivalent to a degree.

Requires two years in election procedures and laws, personnel and department managementor closely related experience.

Special Certifications and Licenses:

Certified Municipal Clerk (CMC) certification from the International Institute of Municipal Clerks within three years of accepting the position.

Americans with Disabilities Act Compliance

The City of College ParkMD is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilitiesProspective and current employees are encouraged to discuss ADA accommodations with management.

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