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The Position:
The City Clerk performs responsible statutory and administrative work for the City Council and the City Manager; performs related duties as required.

An employee in this class is responsible for the administrative statutory compliance, recording the actions and maintaining the official records of the City. This employee attends all meetings of the City Council. The City Clerk records the minutes of all council meetings and is the official keeper of the City Seal, responsible for executing all official documents and affixing said Official Seal. The City Clerk is the custodian of all City records and shall perform any other duties that may be required by law. Work is performed under the general direction of the City Manager.

Typical Duties:

• Serves as official custodian of all public records including ordinances, resolutions, contracts, agreements, and minute books; maintains City seal; performs statutory responsibilities; executes legal documents by affixing the proper signatures of City officials and attesting to their compliance with general statutes and city ordinances.
• Handles correspondence, prepares agendas, and schedules and prepares notices of meetings for the City Council
• Administers the City’s records management program and coordinates the logging, filing, and digitizing of municipal records and files; oversees the preparation of documents for storage and disposition; ensures the safekeeping of records in compliance with applicable laws, City policies, and the ability to retrieve documents as needed. Facilitates the electronic records management of the City documents and is responsible for the codification of the City’s Code of Ordinances.
• Collects, sorts and distributes mail; responsible for weekly meeting schedule and events to be distributed to City Council
• Attends City Council meetings and necessary committee meetings of the Council; records, prepares, and distributes agenda documents. Prepares scheduling of meetings, public notices pursuant to NC Open Meetings Law. Keeps true and accurate record of all proceedings.
• Processes and oversees all ordinances, resolutions, and other actions of the Board.
• Researches and compiles information as requested by the City Manager; performs special project work as requested and handles confidential information.
• Prepares, composes, and types correspondence, letters, memorandums, and other directives for the City Manager and other City officials.
• Arranges appointments, schedules, meetings, travel, and conferences for the City Manager and Council, coordinates arrangements for receptions, retreats, and other functions.
• Assists and manages the public with information requests in coordination with the City Attorney
• Performs the required certification and recording of official documents.
• Responsible for the advertising and tracking of members for all city advisory boards.
• Provides general clerical and data entry support City Manager, Deputy City Manager, Budget and Strategy Director and Communications Director
• Responsible for ordering of office supplies for Administration, managing and coordinating City Hall office equipment vendors with the purchasing manager
• Assists as needed with finance on contracts management
• Facilitates the tracking and administrative reporting of strategic plan and departmental goals, outcomes and accomplishments in consultation with the Budget and Strategy Director
• Processes all purchase card transactions for the City Manager and Deputy City Manager as needed
• Provides administrative support to Human Resources for the annual employee services awards ceremony and other employee appreciation events

Who are we seeking?

• Thorough knowledge of NC General Statues and local ordinances governing the responsibilities of city clerks.
• Thorough knowledge of the organization and functions of city government.
• Thorough knowledge of standard and approved practices and procedures employed in the processing, safekeeping, and utilization of official city records and documents.
• Thorough knowledge of modern office/administrative practices and procedures.
• Excellent grammar, spelling, punctuation, and composition skills.
• Skill in accurately recording and transcribing meeting minutes.
• Strong organizational and file maintenance skills.
• Skill in operating office equipment including computer, phone, fax, and other related equipment.
• Strong customer service skills involving positive and negative interactions with customers.
• Ability to exercise sound judgment in making decisions in conformance with laws, regulations, and policies.
• Ability to effectively communicate with citizens and other members of the community.
• Ability to establish and maintain effective working relationships with city officials, citizens, employees, and other customers.

• A high school diploma or General Education Development (GED); or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Ability to obtain North Carolina Certified Municipal Clerk (NCCMC) and/or IIMC Certified Municipal Clerk (CMC) within two years of hire.
• Ability to obtain Notary Public within six months of hire.

• An associate’s degree from an accredited college or university with major coursework in or equivalent combination of training and experience which provides the capabilities to perform the described job functions.
• Five (5) years of experience in performing responsible and complex administrative duties in municipal administration.
• Knowledge of North Carolina general statutes including laws pertaining to public information requests.
• IIMC Certified Master Municipal Clerk (MMC) and/or North Carolina Certified Master Municipal Clerk (NCMMC).
• North Carolina Notary Public.