City Clerk

City of High Point
Published
July 7, 2022
Location
211 South Hamilton Street, NC 27260, High Point, NC
Billing Address
PO BOX 230 High Point, NC 27261
First Name
Sandra
Last Name
Jones
Phone Number
336-883-3255
County
Guilford
Closing Date
continuous

Description

Summary

Under administrative direction, plans, organizes, and directs the operations and activities of the City Clerk’s Department, including administration, the legislative function, archiving of public records and public information; serves as Clerk/Secretary to the City Council. This is a management and department head classification.

The City Clerk receives general administrative direction from the City Council and exercises direct supervision over the Deputy City Clerk.

Essential Tasks

  • Serves as official secretary for the City Council; prepares meeting agendas and related materials; attends all Council meetings, Standing Committees of City Council meetings; work sessions; assists in preparation of meeting agendas; drafts minutes of all meetings of City Council;
  • Plans, organizes, coordinates, and directs the work of the City Clerk's department, including the supervision of the Deputy City Clerk; develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the department; develops and administers the department's budget.
  • Provides proper notification of all official public meetings; maintains Outlook calendar for City Council; sends meeting invites; prepares Weekly Meeting Schedule that is sent out to the City Council, staff, and the general public;
  • Responsible for maintaining official documents for the city and provides assistance to the City Council as required;
  • Maintains the Public Records Portal; researches, retrieves, and processes public records requests with timely and accurate responses;
  • Indexes Meeting Minutes, Ordinance/Resolution Book; Contracts/Agreements; maintains Exhibit Books;
  • Prepares legal notices for publication as required, pursuant to the High Point City Code/Charter and the North Carolina General Statutes;
  • Serves as official custodian of the City Seal and all public records;
  • Researches, locates documents and provides information as requested by City Council members, staff, and the general public;
  • Responds to citizen complaints/inquiries, routes the complaints/inquiries, and follows up accordingly;
  • Ensures city records are properly disposed of in compliance with the State Municipal Records Retention Schedule;
  • Administers oaths of office to elected officials as required;
  • Attends training/continuing education classes/seminars as a means of continuing education and keeps abreast of current trends in new concepts, techniques or principals that affect the office of the Clerk, and maintains current knowledge of the principals of City Government;
  • Signs, certifies, and preserves all city ordinances, resolutions, contracts, reports, and other documents; maintains files of city documents; assigns tracking numbers to all resolutions and ordinances; updates indexes;
  • Maintains the City Code of Ordinances; works with the city’s code codifier to publish supplements;
  • Prepares proclamations, resolutions, letters of commendation, letters and certificates of appreciation, miscellaneous correspondence as directed or requested;
  • Maintains database for boards and commissions, prepares appointment letters; and provides updates to City Council on a regular basis on items such as term expirations/resignations/vacancies, etc.
  • Maintains and updates the information on the web pages for the City Clerk and the City Council;
  • Prepares departmental budget, approves expenditures and supervises preparation of an approves requisitions for materials and supplies;
  • Participates in special projects or other duties as assigned.

Salary

$61,000.00 - $82,000.00 Annually

Qualifications

Qualifications

  • Formal Education
  • Bachelor’s Degree in Public Administration, Business Management or closely related field and 2-5 years of related governmental experience; OR
  • Associate Degree in Business Management or closely related field and 5-8 years of related governmental experience
  • Proficient with Microsoft Office (Word, Excel, PowerPoint, and Access)
  • Possession of a valid driver’s license issued by the State of North Carolina
  • Commissioned as a State of North Carolina Notary Public
  • Residency requirement within the City of High Point’s corporate limits

Preferred Qualifications

  • Certifications
  • Certified Municipal Clerk (CMC) through the International Institute of Municipal clerks, and
  • Certification as a North Carolina Certified Clerk, OR
  • The ability to obtain these certifications upon hire within three (3) years of employment;
  • General knowledge of the North Carolina General Statutes, as well as federal and state laws;
  • Ability to learn new software quickly, including web-based applications