City Clerk

Overview:
The City of Grant, located in Newaygo County, is seeking a part-time City Clerk, with a flexible work schedule of approximately 24 hours per week. Grant has approximately 1,000 residents, 700 registered voters and one election precinct. 
The City Clerk is a key member of the management team, serving as the record keeper and custodian of public documents, overseeing execution of all elections, and providing support to the City Commission. This position is responsible for ensuring efficient, transparent and legally compliant administrative operations of the city.
Responsibilities

• Maintain and manage official city documents, such as ordinances, resolutions, meeting agendas, minutes, etc. Organize and maintain the city archive system, ensuring proper documentation and retention policies are followed.
• Attend monthly in-person Commission meetings, record minutes, and ensure proper meeting procedures are followed. Ensure public notices are performed in accordance with local and state requirements. 
• Ensure compliance with public records laws and facilitate access to public records for city officials, citizens and stakeholders.
• Performs Accounts Payables function. Performs other financial and administrative duties related to financial and management reporting, contract administration, oversight of transactions, and records maintenance.
• Prepares and processes biweekly payroll and related deduction payments/contributions, payroll taxes and forms.
• Provides front-desk service and assistance, receipting payments and providing general assistance to customers including handling complaints.  Prepares and processes correspondence, records, documents, reports, and information requests. Screens and directs telephone calls and visitors to City Offices.
• Serve as Chairperson of the city’s Election Commission.  Recruit, train and oversee temporary election workers. Conduct elections in accordance with Federal, State, and local laws. Manage voter registrations and maintains registration files through the State of Michigan’s Qualified Voter File (QVF). 
• Administer oaths of office for elected and appointed officials.
• Provide support to the City Commission and other city departments, assisting with various administrative functions.
• Other duties as needed.

• Approximately 24 hours per week; flexible schedule. Requires in-person participation in City Commission meetings, 3rd Monday of each month, at 7:00 pm. 
• While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email or in person, and move around the office. The employee travels to the bank, post office and county administration building. The noise level in the work environment is usually quiet.
• During elections, the employee is required to work extended hours, set up and tear down election or event equipment, and must lift and/or move items of moderate to heavy weight. The noise level in the work environment is usually quiet to moderate

•  Thorough knowledge of applicable laws that pertain to elections, municipal records creation and retention, public notices, public proceedings, etc. Commitment to professionalism and integrity in ensuring compliance with all applicable laws.
• Excellent written and verbal communication skills, with the ability to work independently as well as collaboratively with diverse groups.
• Computer skills including proficiency in Microsoft Office, and BS&A Software or ability to adapt to new technologies.
• Strong analytical, organizational, problem-solving, and records management skills.
• Member of the Michigan Association of Municipal Clerks or commitment to becoming a member.
• Certified Municipal Clerk (CMC) designation, or commitment to obtaining it; and Professional Municipal Clerk (PMC) certification, or commitment to obtaining it.
• State of Michigan Election Officials’ Accreditation, or commitment to obtaining it. Commitment to undergo training for continuing education as required by the Michigan Bureau of Elections.
• Valid Michigan Notary commission desired.