Under the leadership of the City Manager, City Clerk is responsible for Elections; Licensing; Certification; City Council meeting agendas, records, and correspondence; Official City Records Management, Clerk Department Budget, and all other duties as described below or as assigned by City Manager or City Council.
Brief Description of Duties
Licensing. Provide assistance to applicants and oversee the issuance, maintenance and administration of various licenses as required by the City and the State of South Dakota. Licenses to include new, transfer and renewal applications for liquor, malt beverage, wine licenses, video lottery, temporary merchant vendors, plumbers, electricians, street closing, going-out-of-business, taxi service/drivers, circus, carnival, pawnbrokers, house movers, transient merchants.
Maintain Official Record of City Council Meetings. Accurately record minutes of all Council meetings, briefings, and study sessions. Maintain official City Council minute book.
City Council Agenda. Facilitate and consult with those necessary to prepare and maintain advance and draft agendas for all City Council meetings. Disseminate information in a timely manner to all necessary parties. Oversee the final preparation and distribution of the City Council packets.
Budgeting. Develop annual and long-term goals and objectives for the City Clerk's Department.
Participate as a Member of the City's Management Team. Participate as a contributing and productive member of the City Management Team. Responsible to have knowledge of activities and issues, attend meetings with minimum absences, and conduct required follow-up as needed. Participate in Executive Sessions with City Council.
Assist the City Manager. Provide assistance to the City Manager by conducting research, assisting with projects, scheduling, and other assistance as required.
Board of Equalization. Oversee all aspects of the annual Board of Equalization hearings to include public notices, schedule appellants, attend hearings, record minutes, send notification to appellants, and send final minutes and records to the County Assessor.
Elections. Oversee all City elections, including regular and special elections. Duties include legal notices; petition distribution, intake and verification; ballot and chip creation; absentee voting; polling places maintenance; recruiting and training qualified election workers; testing equipment; distributing supplies; oversee election day activities; media relations; count and canvass ballots and maintain an election book on the results of all City elections.
Ordinances and Resolutions. Sign and maintain an accurate and retrievable indexed record of all city ordinances and resolutions adopted by the City Council. Draft ordinances and resolutions for submission to the Council. Prepare ordinances and resolutions into final form. Responsible for ordinance codification process. Assist City Council when called upon for information regarding ordinances, resolutions, governance & ends policies, and the city charter. Have a working knowledge of state laws and work closely with City Attorney to advise City Council and City Manager on their proper application.
Custodian of Official City Records and Public Documents. Maintain official city documents in an accurate and retrievable manner. Plan, implement, and maintain the City's record retention program that identifies classifications of records and retention time periods based on legal, fiscal, administrative, operational and research requirements.
Certification. Perform certification and recording for the City as required on legal documents and other records requiring certification.
Public Notice. Facilitate and consult with those necessary to disseminate and ensure timely public notice of all official City Council activities to include meeting agendas, bid lettings and other advertisements, public hearings, and special meetings to all necessary parties.
Volunteer Appointments, Training and Recognition. Notify the Mayor and City Council of upcoming vacancies in volunteer appointments and facilitate a process that leads to the appointment and orientation of appointees. Develop and maintain a comprehensive City Directory to include all city committees and volunteers. Coordinate Annual Volunteer Appreciation Luncheon and other related events.
Bid Books and Letting. Prepare and maintain official annual bid book to include bidding authority, notices, publish dates, specifications, bid tabs, bid letting and submittal on the website. Attend bid lettings, and open and announce bids..
Attend training, seminars, and workshops as deemed necessary.
Perform all duties in compliance with legal and safety standards established by the City.
Provide direction and oversight for department activities and operations of assigned functions to assure maximum efficiency and effectiveness in meeting established goals and objectives.
Develop and maintain effective communication with city employees to build trust, counsel on issues, and relay important information.
Ensure the City Manager is promptly informed of all significant matters and critical business issues related to the department for which this position has oversight.
Prepare a variety of studies, reports, and related information for decision-making purposes. Conduct research, complete analysis, and prepare recommendations regarding policies, procedures or proposals for programs, grants, services, budget, technology, equipment, etc.
Establish and maintain a effective relationships with other agencies, departments, and administration.
Study legislation and amend policies and procedures as required; recommend ordinance changes. Work closely with City Attorney, City Manager and City Council.
Identify emerging issues, developing and implementing new approaches and/or refining the departmental structures to general desired results as efficiently as possible. Demonstrate the ability to anticipate and resolve problems before a crisis ensues.
Responsible for the direction and execution of major special projects assigned by the City Manager or City Council. Serve as point of contact for informational needs of the City Council. Develop and maintain effective relationships with City Council, City Manager, and City Attorney.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor degree in Business Administration, Public Administration, or related field.
Three (3) to five (5) years of progressively responsible experience in Government.
Three (3) years experience in staff support and responsible clerical work.
Knowledge of laws, rules and regulations affecting City government.
Demonstrable experience and knowledge of modern office practices, procedures and equipment including knowledge of computer operation and software packages.
Ability to read and interpret documents such as ordinances, legislation, legal code, safety rules, operating and maintenance instructions, and procedure manuals.
Ability to professionally provide high-quality written reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization; presentation skills
Ability to keep accurate, complete and understandable records and files.
Ability to use some basic math skills.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Certificates, Tests and Examination
Successful competition in written tests and/or oral interviews.
Other such examination as deemed necessary by the City.
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.
While performing the duties of this job, the employee is regularly required to talk or hear.
The employee frequently is required to sit and use hands to finger, handle, or feel.
The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
Typical Performance Requirements
Knowledge of City Charter, ordinances, resolutions and policies.
Knowledge of election procedures and operations.
Knowledge of government processes, services, and planning.
Ability to successfully handle correspondence and perform office procedures.
Ability to successfully complete work as assigned in the time period prescribed.
Knowledge of office practices and procedures. Ability to utilize general office equipment.
Ability to perform with independence.
Demonstrates the ability to coordinate a variety of projects effectively, efficiently and with confidentiality.
Ability to coordinate activities and provide staff support to assigned committees.
Effective communication skills (internally and externally) and positive public relations.
To effectively schedule and plan meetings and record minutes.
To efficiently and effectively conduct assigned research projects.
Ability to keep accurate and logical records and files.
Demonstrates ability to perform duties safely.
About City of Brookings
Live in Brookings, South Dakota!
Bring Your Dreams.
Brookings, SD is a safe, inclusive, vibrant, growing community with many amenities you would find in a much larger city, but with a small town feel. Brookings is consistently ranked as a top place to live.
Living in Brookings means you can enjoy a short commute time (average of 12 minutes!) and abundant career opportunities in a growing job market. Learn more about Brookings jobs and find your next career.
Recreational and cultural experiences, Division 1 athletics, and a lively entertainment scene make living here fun.
South Dakota State University creates a youthful and energetic atmosphere. With an excellent public education system, state-of-the-art healthcare, boutique shops and restaurants, Brookings is your place to call home.
The City of Brookings is an Affirmative Action/Equal Opportunity Employer