SUMMARY:  Under limited direction, provides administrative support for the Mayor, Council and City Manager.

DISTINGUISHING CHARACTERISITICS:  This is the executive level job class within the City Clerk’s Department and reports to the City Manager. 

ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Prepares agendas and council packets, in compliance with the City’s standard operating procedures for these activities.
• Attends all regular Council meetings and work sessions.  Will attend other meetings as requested by the City Manager.
• Prepares and maintains minutes of meetings, resolutions, ordinances, and other documents.
• The City Clerk will ensure that all City run public meetings involving City Council and the City Manager will be “turnkey” setups for all participants.  All preparations, whether logistical, technical, or regarding participant needs will have been taken care of by the City Clerk prior to the meeting.  Communications regarding those meetings and their setup will be clear and timely to the City Manager and all relevant participants, will be in writing, and will follow the chain of command. Manages archival and historic information per Arizona State Library, Archives and Public Records Retention. 
• Process requests for copies of official records.
• Places legal and display advertising for the City through newspapers and radio.
• Manages business licensing database and collects fees.
• Manages dog licensing database and collects fees.
• Accounts for petty cash, other monies and performs banking activities.
• Assists with and attends calls for bids, bid openings and maintains bid files.
• Oversee City election process.
• Hires, trains, supervises, determines disciplinary action and evaluates performance of office staff.
• Under the supervision of the City Clerk, the Administrative Assistant in the City Clerk’s Office will be responsible for proofing all publicly noticed Council Meetings, Council Work Sessions, special meetings or special events documents and postings.
• Maintains Municipal Code ensuring that updates are produced in a timely fashion, without error and incompliance with all state statutes.
• Will attend all meetings conducted by the Arizona League of Cities and Towns for the purpose of following the creation and impact of new legislation on the City of Safford as the result of annual state legislative session.  It will be the Clerk’s responsibility to ensure that departments impacted are aware of these changes so the City Code can be updated accurately and in a timely fashion.
• Oversees Clerk’s Office operating budget.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:
Education, Experience, Certifications and Licenses: 

• High School diploma or equivalent GED certificate.
• College level course work in Business Administration, Secretarial Science or a related field; plus
• Five (5) years advanced secretarial experience; or
• an equivalent combination of education/training and experience that provides the required knowledge and skills.
• Valid State of Arizona Driver’s license.
• Ability to become a Notary Public within three (3) months of hire date. (required to maintain employment)
• Obtain Municipal Clerk Certification and Election Official Certification within four (4) years of hire date. (required to maintain employment) 

Required Knowledge and Skills:

• Knowledge of local, state and federal statutes and regulations. 
• Knowledge of election laws and procedures.
• Knowledge of the Municipal Code and other City ordinances and regulations.
• Knowledge of supervisory principles, practices and methods.
• Knowledge of budget preparation, bid, purchasing procedures and expense control.
• Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
• Knowledge of practices and procedures in maintaining legal records and documents.
• Skill in interpreting laws and regulations, making decisions, maintaining composure, and working effectively under stressful conditions and emergency situations.
• Skill in effectively supervising, leading, delegating tasks and authority.
• Skill in interacting with people of different social, economic, and ethnic backgrounds.
• Skill in reviewing and preparing narrative and statistical reports and records.
• Skill in preparing budgets and monitoring the disbursement of funds.
• Skill in interpreting and applying rules, regulations, policies and procedures.
• Skill in operating a personal computer and software applications.
• Skill in following and effectively communicating verbal and written instructions.
• Skill in establishing and maintaining effecting working relationships.

ENVIRONMENTAL FACTORS & CONDITIONS/PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is routinely performed in office environments with minimal exposure to inclement weather, and varying temperatures.
• Subject to standing, walking, sitting for extended periods of time; bending, reaching, kneeling, and occasional lifting of objects up to 10 pounds.