City Clerk

This is a complex administrative position responsible for directing a variety of administrative services for the City's elected officials and City departments. The incumbent is required to attend meetings of the City Council, serve as custodian of municipal records and municipal real property, oversee parking facilities/personnel, supervise administrative personnel, and administer all municipal elections. The incumbent must exercise initiative and judgment in planning and executing the duties of this position and must adhere to all legal requirements and general policies established by federal, state, and city codes. Issues licenses, collects taxes, and assists in the fiscal operation of the City Supervises the issuance of business licenses, alcoholic beverage licenses, and tobacco stamps within the City. Supervises the collection of funds generated by business licenses, alcoholic beverage licenses, alcohol taxes, fuel taxes, and tobacco taxes. Supervises personnel within the City Clerk's office regarding audits of businesses that assure the correct collection of business licenses and various taxes. Works with external entities to facilitate the collection of sales, use, and amusement taxes. Works with the Lauderdale County Revenue Commissioner for the collection of municipal real estate ad valorem taxes. Works with the Lauderdale County License Commissioner for the collection of municipal personal property ad valorem taxes. Administers the preparation and issuance of authorized payments for the Mayor and all City departments, including General Fund, Gas, Electric, Water & Wastewater, and Sanitation. Attends all meetings of the City Council Supervises the preparation of the meeting place in order to accommodate the City Council and the public during meetings. Informs the public of meetings, hearings, etc., in compliance with state law. Prepares a record of the proceedings of all official meetings in the form of minutes and distributes it to selected City officials. Presents minutes of meetings for City Council approval. Collects, prepares, and/or schedules for consideration all hearings, petitions, notices, and advertisements as mandated by federal, state, and city codes. Prepares and presents reports as required by the Mayor and/or City Council. Serves as custodian of all municipal records. Maintains and stores approved minutes of City Council meetings. Maintains and is responsible for the safekeeping of the rules, regulations, ordinances, and resolutions of the City Council. Directs the compilation, revision, and publication of municipal codes. Attests to all contracts, deeds, or conveyances in writing with or by the City, inspects and confirms the existence of proper insurance, bonds, etc., and affixes upon the same the seal of the City of Florence. Receives legal notices of claims and judgments against the City and distributes them to the proper parties for follow-up in reference to any City liability and any court case involved. Certifies ordinances or records for use in court. Gives depositions and appears in court as needed regarding legal matters involving the City. Allows and assists public inspection of municipal records at any reasonable time. Serves as the chief election official during all regular and special municipal elections. Works in conjunction with the Planning Department, City Attorney, elected officials, and the U.S. Justice Department to establish wards and precincts for municipal elections. Requests the adoption of a resolution calling for various municipal elections and publishes notice of the same. Administers oaths to candidates upon verification of qualification (in applicable elections). Advises candidates on documents to be filed with the State Ethics Commission as required by law and advises candidates of other legal obligations. Orders ballots to be printed and placed in voting machines and ensures that all machines are in legal working order. Supervises the issuance of absentee ballots. Develops a listing of qualified voters and publishes the same. Advises election officials on solutions to problems during polling hours. Receives returns from polling officials, canvasses votes, and reports results to elected officials, the public, and the media. Prepares resolution for adoption by the City Council to confirm election results and prepares certificates of election awarded to successful candidates. Deals with various aspects of a contested election. Deals with the public and media in answering questions and/or explaining issues coming up for a vote. Works with elected officials in the organization of the new City Council. Serves as custodian of municipal real property. Maintains a close working relationship with parking facilities personnel to coordinate activities, establish schedules, and resolve problems related to parking facilities. The facilities include a parking deck and two (2) parking lots. A Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Political Science, or a similar field is required. A minimum of eight (8) years of municipal clerk experience to include elections, city clerk office administration, and other related duties of a City Clerk, with a minimum of four (4) years supervisory experience in a municipal or administrative office setting. Must obtain a Certified Municipal Clerk designation as awarded by the International Institute of Municipal Clerks within three (3) years of appointment. Proven management and financial skills as they apply to a municipal government. Interpersonal skills and ability to communicate in an effective manner with the public, the local business community, employees, department heads, elected municipal officials, and officials in county, state, and federal governments. Must have a high level of interpersonal skills that allow one to effectively negotiate, coordinate, present, persuade, and encourage cooperation. Ability to work independently with minimal administrative supervision. Ability to plan, supervise, coordinate, and direct others. Must be a state-at-large notary public. Must have the ability to deal with high levels of confidentiality involved in many sensitive areas. Ability to communicate effectively and tactfully in writing. Knowledge of records management as stipulated by the Alabama Department of History, as well as the Office of the Federal Register - National Archives and Records Administration. Knowledge of the organizational structure of the City of Florence. Knowledge of and ability to interpret and/or apply contracts, deeds, easements, conveyances, rules, regulations, ordinances, resolutions, and federal, state, and city codes. Extensive knowledge of state codes that pertain to municipal elections. Knowledge of municipal court procedures. Ability to compile, update, and publish the City code. Ability to research and interpret state law and attorney general opinions. Current and valid driver's license. Physical Demands (with or without accommodations): The work requires some physical exertion concerning: (1) retention, review, and disposal of municipal records; (2) auction of municipal property; and (3) various aspects of preparing for municipal elections. In addition, the work requires a tolerance of an above-average amount of mental pressure and stress.

Equipment/Tools Used:

The work requires the employee to be familiar with various pieces of office equipment, which are constantly changing and evolving, including, but not limited to, telephones, copy machines, facsimile machines, personal computers, calculators, postage machines and scales, recording devices, and automobiles. For similar job postings, applications may be used for up to ninety (90) days. The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.