City Clerk Specialist

We will accept the first 100 applications or applications up to the closing date, whichever comes first. Provides administrative support to the department, which consists of preparing the City Council meeting agenda packets, providing notary services to the public, staffing the front receptionist desk, assisting customers with processing of passport applications, and answering phones. Other more complex duties may include processing liquor license applications, contracts, and researching historical records. This position may attend City Council meetings in the absence of the City Clerk or Deputy City Clerk. This position will interact with executive management and elected officials.

Processes public records requests by obtaining requested records from appropriate sources, securing approval from the City Attorney and verifying that any needed redactions are made before releasing the information. Prepares a weekly report of requests for City Council. Performs general financial and accounting functions for the department by tracking expenditures, generating purchase requisitions when necessary, reconciling procurement card purchases and causing invoices from vendors to get paid. Prepares travel authorizations and performs all related duties as needed (conference registrations, transportation, hotel reservations, etc.) to ensure proper accountability of all expenditures related to travel. Coordinates the review of all liquor licenses by appropriate departments. Prepares public notices for publication in the newspaper and posts notice of public hearing at location as required by law. Once application is approved by Council, prepares all necessary paperwork for submittal to the Arizona Department of Liquor and Licensing. Retrieves and sorts incoming mail. Processes outgoing mail by using postal scales to determine correct postage, sorting and bundling mail, keeping records of mail production, costs, and postage meter transactions, and delivering mail to the post office. Serves as a Passport Agent authorized by the US Department of State to process passport applications in compliance with applicable regulations. Takes passport photos when needed and answers questions from the public by phone or in person in a friendly and helpful manner. Prepares all Council approved documents (Resolutions, Ordinances, Contracts, Agreements, etc.) for signature. Forwards executed documents to other employees or vendors as needed. Compiles City Council agenda packets and disseminates documentation relevant to City Council meeting action and ensures conformance with local, state, and federal laws. Once executed, determines filing and retention requirements according to applicable procedures and retention schedules. Manages citywide publications and recording of documents in accordance with local, state, and federal laws. Assists with the maintenance of the City Clerk's Department's pages on the City's website as needed to update information, upload agendas, minutes summaries of actions, etc. to ensure compliance with applicable law. Posts meeting notices, results, and minutes in compliance with Open Meeting Law. Assists City staff with the reservation of City vehicles and conference rooms. Assists the public with reservation of conference rooms, issues invoices, tracks payments and coordinates any special requests from users. Provides customer service by handling requests, researching data, and archiving records. Orders office supplies for corresponding area. Processes applications for Peddlers permits and issues ID's upon approval. Manages the active database and terminates permits as appropriate. Works closely with various departments to process all City contracts for signature. Once executed, determines filing and retention requirements according to applicable procedures and retention schedules. Forwards executed documents to other employees or vendors, as needed. Serves as Clerk on various Boards, Commissions, and Committees as assigned. Obtains and maintains Notary Public Commission and performs notary services when requested. Processes applications for Domestic Partnership permits and issues licenses upon approval. Manages the active database and terminates licenses upon request of the applicant. To view the full job description and learn more about the responsibilities and qualifications, please click to view the Class Specifications here . High School diploma or GED equivalency. Two (2) years of experience working in an office environment. Must be able to attain the Arizona Notary Public certification and the U.S. Department of State Passport Agent certification within 6 months of hire. Must be a Certified Election Official through the Arizona Secretary of State within 2 years of hire.