City Clerk

GENERAL PURPOSE

Records, updates, publishes, and indexes City Council minutes and ordinances. Ensures that all records of the City are updated, processed, and are easily retrievable for the general public. Serves as the Administrative Assistant to the City Manager. The City Clerk is accountable to and serves at the will of the City Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serve as the Administrative Assistant to the City Manager and City Council as required. Attend all meetings of the City Council and keep a permanent journal of its proceedings, index such proceedings, publish such proceedings. Be custodian of all papers, documents, and records pertaining to the City. Maintain all pertinent documents in the City's document archiving program. Give the oath of office to elected and appointed officers before they take office. Codify all Ordinances per charter and update as necessary. Publish all Ordinances before such Ordinances take effect and furnish copies for the public. Certify by signature all ordinances and resolutions enacted or passed by the Council. Execute all election operations in accordance with State Law and the City Charter, utilizing the state regulated Qualified Voter File (QVF) program for the administration of elections and voter registration. The City Clerk serves as the Chairperson for the City of South Haven Election Commission. Deliver election materials to the County Clerk on the night of the election. Serve as the Freedom of Information Act (FOIA) Coordinator as designated by the City Manager in accordance with State Law. Works with various staff to assist with requests and ensure compliance with State Law. Oversee the receipt and issuance of all City licenses including business registration forms, peddler/canvasser licenses, vendor licenses, taxi cab licenses, horse drawn carriage licenses, pawn broker licenses, mobile food vendor permits, and liquor licenses. Coordinate board, commission and authority member appointments and reappointments. Receive, in writing, resignations from any elective officers and members of boards and commissions and to make sure they are acted upon at the next Council Meeting. Create and distribute agendas under the direction of the City Manager in accordance with the Open Meetings Act. Ensure the accurate and timely update of information on the City of South Haven website, including posting of agendas, minutes and various public notices. Prepare the monthly City Waves newsletter to be distributed with the City utility bills. Frequent contact requiring courtesy, discretion and sound judgment. Cover other Boards and Commissions to take minutes if Recording Secretary is unavailable. Any other tasks that may be required or requested to be done.

MINIMUM QUALIFICATIONS

Education and Experience:

Required:

Associates degree in business administration or related field and two years of related experience or any equivalent combination of education and experience. Proficient in Microsoft Office.

Preferred:

Bachelors degree in business administration, public administration, accounting or related field, and two years of related experience, or any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

Website administration (i.e. uploading documents and editing content). Communication skills, ability to de-escalate highly charged situations, customer service focus, supervisory skills, problem analysis and problem-solving skills, decision making skills. Must be highly organized and extremely detailed oriented. Must be a self-starter with a high-level of initiative. Must be flexible, adaptable, and have a high level of stress intolerance. Must have the ability to interact with citizens, staff, and elected officials using courtesy, discretion, and sound judgment. Must have the ability to handle a heavy workload under tight timelines.

LICENSING AND CERTIFICATION

Michigan Association of Municipal Clerks preferred. Must have a valid Michigan driver's license and a good driving record.

TOOLS AND EQUIPMENT USED

Basic office equipment such as telephone, copy machine, desktop and laptop computer.

PHYSICAL DEMANDS

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. Specific vision abilities required by this job include close vision, distance visions, color vision, peripheral vision, depth perception, and the ability to adjust focus. Bending and lifting boxes during elections is common. Must be able to lift up to 25 pounds.

EQUAL OPPORTUNITY EMPLOYER

The City of South Haven is an Equal Opportunity Employer who places a high value on diversity, equity, and inclusion. The City of South Haven comprises a diversity of individuals from varying gender identities, racial/ethnic backgrounds, socioeconomic statuses, abilities, and more. The diversity of our community is one of our key strengths, and the City is committed to continuing to grow our commitment to DEI. Employees are expected to interact with one another and with citizens in a manner that demonstrates respect and appreciation for each person and the diverse groups they identify with.

WORK ENVIRONMENT

The City of South Haven is a drug-free workplace. Normal office environment with little discomfort due to noise, dirt, dust and the like. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.