City Clerk Specialist

The City Clerk Specialist is responsible for providing administrative and technical support to the City Clerk's Office. This role performs a variety of duties related to elections, boards and commissions, public records, public notices, licensing, special events and council support. This position requires attention to detail, excellent customer service, and the ability to interpret statutes and City Code.Â

The ideal candidate will have at least three years of experience in an administrative support role involving customer service or frequent public contact or similar. The ideal candidate will be proficient in Microsoft 365, including Excel, PowerPoint, Word, SharePoint, One Note, Outlook, and Teams, as well as File Explorer and Adobe Acrobat Pro as these tools are fundamental to daily operations. The ideal Candidate will demonstrate will demonstrate the ability to manage shifting priorities, multitask effectively, and thrive in a fast-paced environment. The ideal candidate will be a detailed oriented, organized, and capable of working independently and collaboratively and works well with technology and systems. Experienve working in a City Clerk's office is a plus.

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At The City Of Goodyear, You Will Be a Part Of An Organization That Values Its Employees As Its Greatest Asset. You Will Become Part Of a Dedicated Team Of Professionals That Are Committed To Build And Maintain a Highly Engaged Workforce. You Will Be Challenged To Learn And Grow In An Environment That Values Employee Development And Career-building. You Will Thrive In a Culture Of Innovation. We Believe That Successful Employees Are Those That Possess These Six Core Values

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Adaptability - Integrity - Initiative - Empathy - Optimism - Innovation

Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview. All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as it will come from a system generated source.Â

This information is intended to be descriptive of the key responsibilities of the position. Â The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Receives and processes regulated licensing applications (liquor, bingo, and off-track betting) in accordance with statutes, standard operating procedures, and best practices. This involves frequent contact with the applicant and the appropriate regulatory agency.
• Manages special event applications, resources and permitting process which includes cross-departmental coordination.
• Assists with the fulfillment of the annexation process and transmitting the required notifications.
• Processes document recording and filing with the Maricopa County Recorder's Office for city records.
• Reviews and processes legal ads; verifies invoices with affidavits; reconciles vendor statements; coordinates payments; and serves as liaison with the City's official newspaper.
• Manages the Council Boards, Committees and Commissions Subcommittee, including meeting scheduling, agenda preparation, minutes, and posting notices in compliance with Open Meeting Law.
• Maintains terms, vacancies, and appointment tracking for boards, commissions, and committees, and supports the appointment and reappointment process.
• Provides information and training to city liaisons for the various Boards, Committees and Commissions.
• Assists with city elections, including candidate support, election materials, campaign finance filings, and voter assistance. May conduct outreach outside regular working hours.
• Monitors the department budget and performs financial tasks such as procurement card reconciliation, requisition entry, and invoice processing.
• Assists with reviewing meeting agendas, staff reports, and related documents. Provides backup support for the development and posting of Council agendas and packets and amendments, as needed.
• Prepares Council Action Reports (CAR) as required.
• Performs pre- and post-Council meeting support, as needed.
• May attend meetings to take minutes or provide administrative support as needed.
• Participates in citywide or department training relevant to the City Clerk's Office which may include creation and development of presentations and materials.
• May provide notary services.
• Provides general administrative support to the City Clerk's Office, including document formatting, correspondence, website content management, records support, meeting coordination and logistical planning and tracking performance goals and measurements.
• Maintains general knowledge of Records Specialist functions and provides coverage as needed.
• Participates in citywide committees, interdepartmental teams, and project implementation as assigned.
• May research and recommend new or improved processes that enhance services related to the City Clerk's Office
• Maintains and updates standard operating procedures and may provide training on new processes and systems.Â
• Performs other duties as assigned.
  
  

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• Formal Education/Knowledge: Â Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Â Community college, vocational, business, technical or correspondence schools are likely sources. Â Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Â Minimum three years of experience in a related field.Â
• Certifications and Other Requirements: Â Valid Driver's License and Notary Public (or the ability to obtain Notary Public within 6-months of hire).
• Reading: Â Â Work requires the ability to read and comprehend general correspondence, manuals, code books, memorandums and reports at a college level.Â
• Math: Â Â Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing: Â Â Work requires the ability to write memoranda, correspondence, reports and produce written documents at a college level.Â
• Managerial: Â Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure.
• Policy/Decision Making: Â Significant - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Â Work involving discretion is typically reviewed before finalized.
• Technical Skills: Â Comprehensive Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• Interpersonal/Human Relations Skills: Â Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Â Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Â
  
  

3-Month Goals

• Become familiar with the rules, laws and guidelines that govern the City Clerk's OfficeÂ
• Become familiar with Open Meeting Law and software and systems (i.e. FourWinds, Vision Live, AgendaQuick) used to post agendas, minutes, and other notices and documents
• Become familiar with Munis, department budget, creating requisitions, accounts payable processes, and reconciling purchase card statements.Â
• Gain exposure to special event permitting processes, including cross-departmental coordination.
• Become familiar with the process of digitally recording legal documents with Maricopa County Recorder's Office and facilitating legal advertisements for publication in the newspaper.
• Become familiar with licensing processes for liquor, bingo, and off-track betting applications, including state coordination and SOPs.
• Become comfortable with the various administrative and customer service/front counter duties.Â
• Become familiar with the process for public records requests.
  
  

6-Month Goals

• Become familiar with records management and handling department records, including standard naming conventions for record names and dates, and become familiar with retention schedules.
• Provide support for Council meeting pre- and post- meeting preparation and drafting Council Action Reports.Â
• Obtain Notary Commission and attend Secretary of State training; provide notary service on behalf of the department.Â
  
  

12-Month Goals

• Become proficient in the processing of special event applications.
• Become proficient in the processing account payables.
• Become proficient with the liquor licensing process, including the laws, guidelines and best practices.
• Shadow and assist with the recruitment process and coordinate Boards and Commissions Subcommittee meetings.
• Become proficient with posting all notices, results and minutes in compliance with Open Meeting Law.
• Create or revise Standard Operating Procedures (SOP) related to the assigned taskÂ
• Become familiar with the current agenda management software program and with compiling the City Council agendas and packets and disseminating documentation relevant to City Council meeting agenda.
• Attend two council meetings and provide administrative or meeting support.Â