27400 Southfield Road Lathrup Village, MI 48076
(248) 557-2600

City Clerk


job posting


CITY OF LATHRUP VILLAGE

JOB DESCRIPTION

CITY CLERK

Supervised By: City Administrator

Supervises: Building Maintenance Worker(s), Election Inspectors, and administrative staff as

assigned

Position Summary:

Under the general supervision of the City Administrator, serves as Clerk of the City Council and custodian

of the City Seal. Administers elections and oaths of office and serves as official custodian of all City records

and documents. Provides routine and complex administrative work in the maintenance of City records,

and issuance of licenses and permits.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These

examples do not include all of the duties which the employee may be expected to perform. To perform

this job successfully, an individual must be able to perform each essential function satisfactorily.

  1. Serves as Clerk to the City Council. Attends meetings, records, and prepares official meeting

minutes, and assures legal notices are published. Prepares and edits resolutions, proclamations,

ordinances, and other official documents. Assists other boards, commissions, and committees as

required. Prepares and publishes all official notices and otherwise ensures proper dissemination

of council actions and activities.

  1. Serves as official custodian for the safekeeping and management of the City seal and all City

records and papers, documents, and bonds. Administers oaths of office, certifies, signs, and

records official documents. Oversees the codification of ordinances. Catalogs, files, and otherwise

maintains comprehensive record-keeping systems for all official City documents. Provides ample

notice to the appropriate departments and officials of the expiration or termination of any

franchise, contract, or agreement.

  1. Administers all elections held in the City per Federal, State, and local laws. Prepares legal notices,

issues absentee ballots, and forwards returns to the County Clerk. Hires, trains, supervises, and

schedules election workers. Maintains election equipment and coordinates the setup and tear

down of voting equipment.

  1. Oversees the registration of voters, the preparation of voter identification cards, and the

maintenance of voter records. Coordinates voter record information with other agencies.

  1. Serves as the City’s Freedom of Information Act (FOIA) coordinator. Assists in researching and

compiling information and coordinates with the City Administrator and/or City Attorney as

needed.

  1. Attends to the counter and phones as needed, receives, and posts payments, and provides

general information regarding City operations, policies, and procedures. Serves as a key liaison

to the public, responding to routine and complex inquiries and assisting the public with a broad

range of issues and needs.

  1. Oversees and participates in the issuance of various licenses, permits, and applications.

Coordinates process with appropriate departments, collects related fees, and maintains related

files. Prepares license and permit activity reports as requested.

  1. Oversees the scheduling and rental of the community room as needed.
  2. Prepares and administers the annual Community Development Block Grant (CDBG). Administers

grant program, prepares the annual application, publishes public hearing notices, attends related

seminars, and completes related reporting requirements. Assists in the administration of other

City grants as needed.

  1. Administers a variety of liability insurance claims with third-party insurance carriers. Collects

related information, files necessary reports, and maintains related files.

  1. Serves as a backup to the building inspection and permitting process.
  2. Prepares regular status and special reports as requested by the City Administrator or City Council, and as required by other entities. Completes special projects and makes presentations as requested.
  3. Maintains inventory of office supplies and places restocking orders according to established

purchasing procedures.

  1. Attends meetings, conducts research, prepares reports, and completes special projects as

assigned.

  1. Keeps abreast of new administrative techniques and current issues through continued education

and professional growth. Attends conferences, workshops, and seminars.

  1. Performs other related work as required.

Required Knowledge, Skills, Abilities, and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities, and minimum

qualifications necessary to perform the essential functions of the position. Reasonable accommodation

may be made to enable individuals with disabilities to perform the job.

  • An associate degree or equivalent in business administration, public administration, or related

field is preferred.

  • Two or more years of experience in a related setting, preferably in a local government setting.
  • State of Michigan Vehicle Operator’s License, satisfactory driving records, and the ability to

maintain one throughout employment.

  • Certification as a Municipal Clerk preferred.
  • Certification as a Notary Public or the ability to become certified is required.
  • Substantial knowledge of the City Charter, official City policies, rules of public meeting conduct,

and the laws and ordinances governing elections, record keeping, and access to public

information.

  • Thorough knowledge of City services, organizational structure, and general municipal operations

to effectively direct and assist the public.

  • Skill in taking minutes, maintaining and updating complex records and documents, compiling,

and evaluating data and information, and preparing clear and accurate reports.

  • Skill in the use and maintenance of automated office equipment, including computers and related

software, and the ability to set up, operate, and train others in the use of voting equipment.

  • Ability to maintain accurate records and prepare comprehensive reports.
  • Ability to communicate effectively and present ideas and concepts orally and in writing and make

public presentations.

  • Ability to establish effective working relationships and use good judgment, initiative, and

resourcefulness when dealing with employees, City officials, professional contacts, community

leaders, the media, and the public.

  • Ability to critically assess situations, problem-solve, exercise a high degree of diplomacy, and work

effectively under stress, within deadlines, and changes in work priorities.

  • Ability to attend meetings outside of normal business hours and work extended hours during

elections.

Physical Requirements and Work Environment:

The physical demands and work environment described here are representative of those an employee

encounters while performing the essential functions of the job. Reasonable accommodation may be made

to enable individuals with disabilities to perform the job.

An employee in this position spends much of their time in an office setting with a controlled climate where

they sit and work on a computer for extended periods, communicate by telephone, email, or in person,

and move around the office or travel to other locations. The noise level in the work environment is usually

quiet.

During elections, the employee is required to work extended hours, travel between sites, set up and tear

down election equipment, and lift and/or move items of moderate to heavy weight. The noise level in

the work environment is usually quiet to moderate.

Job Description Post Date Closing Date