JOB OPENING
Job Title: Town Clerk
Department: Administration
Reports To: Town Manager
FLSA Status: Exempt
Salary Range: $56,000 – $60,000
POSITION SUMMARY
Under the general direction of the Town Manager, the Town Clerk performs a variety of municipal administrative, legislative, records management, election, and public service duties. The Town Clerk serves as the custodian of official Town records and provides administrative support to the Mayor, Town Council, Town Manager, boards and commissions, and Town departments. The clerk is responsible for overseeing local elections, managing public records requests, and ensuring transparency and compliance with applicable laws. Serving at the pleasure of council, the Clerk coordinates Town Council agendas, minutes, ordinances, and resolutions.
The position requires a high degree of organization, accuracy, professionalism, discretion, confidentiality, and the ability to manage multiple priorities and meet deadlines. As a position in a small municipality, the Town Clerk is expected to perform a broad range of administrative duties and work cooperatively with all Town departments.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Council and Legislative Support
- Serve as the primary administrative support for the Mayor and Town Council
- Ensure the timely publication, posting and distribution of meeting agendas, packets, and minutes and other public notices in accordance with open meeting laws.
- Attend Council meetings and prepare accurate minutes and official meeting records.
- Prepare and maintain records relating to ordinances, resolutions, proclamations,
agreements, appointments and other official actions of the governing body. - Coordinate required meeting and other required public notices and ensure compliance with Arizona Open Meeting Law.
- Maintain records of Council members, boards, commissions, committees, and other appointed officials.
- Coordinate appointments, resignations, vacancies, and terms of appointed members.
- Administer oaths of office; maintain Town records, deeds, contracts, agreements, and Town vehicle and equipment titles.
- Coordinate with the Town Manager, department heads, legal counsel, and other staff regarding items submitted for Council consideration.
Records and Public Records
- Serve as custodian of official Town records; administer records management program for current and archival documents.
- Oversee retention and destruction of records according to state archives and records retention schedules.
- Maintain permanent and historical municipal records, including ordinances, resolutions, minutes, contracts, agreements, and other official documents.
- Receive and coordinate responses to public records requests in consultation with the Town Manager, Town Attorney, and appropriate departments.
- Maintain and update the Town’s official municipal code and coordinate codification of ordinances.
Elections
- Coordinate municipal election activities with Cochise County Elections and other appropriate agencies.
- Perform duties assigned to the Town Clerk under Arizona election laws.
- Receive and maintain candidate filings, campaign finance documents, petitions, and other election-related materials as required.
- Maintain knowledge of applicable election laws, procedures, and deadlines.
- Coordinate required election notices, publications, postings, and deadlines.
- Assist candidates, elected officials, and members of the public with general election-related questions and procedures.
- Maintain official election records and ensure required documents are transmitted to the appropriate agencies.
Licenses and Administrative Services
- Process business licenses, permits, and other applications as required by Town Code.
- Issue and record oaths of office, licenses, and certifications as needed.
- Receive and process various applications, forms, fees, and official documents submitted to the Town.
- Provide notary and other administrative services as authorized.
Public Service and Administration
- Provide administrative support to the Town Manager and other departments as assigned.
- Maintain knowledge of laws and regulations applicable to municipal clerk responsibilities.
- Serve as a primary administrative contact for residents, businesses, elected officials, governmental agencies, and the public.
- Respond to inquiries professionally and provide information regarding Town procedures and services.
- Receive and route citizen concerns to the appropriate department or official.
- Assist with Town website and public information updates related to Council meetings, notices, agendas, elections, and other Clerk functions.
- Assist with community events, and other Town activities as needed.
General Responsibilities
- Supervise front desk receptionist and other staff as assigned by Town Manager.
- Collect and process fees, licenses, permits, and other payments as assigned.
- Maintain accurate records of transactions and submit receipts and documentation in accordance with Town financial procedures.
- Assist the Finance Department with reconciliation, reporting, documentation, and other administrative matters related to Clerk functions.
- Maintain appropriate cash-handling and financial records in accordance with Town policy.
- Serve as front desk receptionist as needed.
- Perform other duties as assigned by the Town Manager
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Municipal government administration and procedures.
- Arizona Open Meeting Law, public records requirements, and election procedures.
- Records management and retention practices.
- Office administration and customer service principles.
- Microsoft Office and commonly used office technology and software.
Ability to:
- Manage multiple priorities, deadlines, and projects.
- Work independently and exercise sound judgment.
- Communicate effectively, professionally, and courteously.
- Handle confidential and sensitive information appropriately.
- Establish effective working relationships with elected officials, employees, residents, governmental agencies, and the public.
- Research and follow applicable laws, policies, procedures, and deadlines.
- Work effectively in a small municipal organization where responsibilities may cross traditional departmental boundaries.
MINIMUM QUALIFICATIONS
- High school diploma or GED; and
- Three (3) years of progressively responsible administrative, clerical, governmental, or related experience.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Preferred: Associate’s degree in business or public administration; municipal government experience; experience working with elected officials, public records, elections, or government administration.
LICENSES AND CERTIFICATIONS
- Must possess or obtain an Arizona Notary Public commission within six (6) months of appointment.
- Must possess a valid Arizona driver’s license or reliable transportation sufficient to perform required job duties.
- Must complete required training relating to municipal clerk responsibilities.
- Must obtain Elections Certification within eighteen (18) months
Certified Municipal Clerk (CMC) designation or willingness to pursue certification is preferred.
SUPERVISION
Supervision Received: Works under the general direction of the Town Manager and exercises independent judgment within established laws, policies, and procedures.
Supervision Exercised: May provide direction or supervision to clerical, temporary, seasonal, or part-time employees as assigned.
WORKING CONDITIONS
The position primarily involves office work but may require standing, walking, bending, reaching, lifting, and carrying files, supplies, and meeting materials. The employee may be required to lift up to 25 pounds.
Occasional evenings or extended hours may be required for Town Council meetings, elections, special meetings, and other Town activities.
Application Instructions:
Interested applicants should submit a completed application, resume, and references to:
Town of Huachuca City
500 N. Gonzales Blvd
Huachuca City, AZ 85616
email: sdharvey@huachucacityaz.gov Application Deadline: open until filled
DISCLAIMER
The duties listed in this job description are intended to describe the general nature and level of work performed and are not intended to be an exhaustive list of all responsibilities. The Town reserves the right to modify duties and responsibilities as necessary to meet organizational needs.
This job description does not constitute an employment contract or alter the at-will employment relationship between the Town and employee, where applicable.
EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Town of Huachuca City to provide equal employment opportunities to all employees and applicants for employment. That policy is one of nondiscrimination on the basis of race, sex, sexual orientation, national origin, religion, color, age and/or disability. This policy is to be followed in respect to all conditions of employment, including but not limited to recruitment, selection, promotion, placement, training, transfers, discipline, compensation, employee benefits, layoffs and terminations.
AMERICANS WITH DISABILITIES ACT
Applicants for employment with the Town of Huachuca City shall be able to perform the essential functions for the position they seek, with or without a reasonable accommodation for a qualified disability, consistent with the Americans with Disabilities Act. A qualified, disabled individual who, with or without reasonable accommodation, is capable of performing the essential functions for the particular job in question and meets the other requirements of the job and performance requirements, will be given equal consideration in all aspects of employment, including hiring, promotion, and salary