HomeMy WebLinkAboutAssistant Clerk Job Description 07 07 25
CITY OF MONROE
JOB DESCRIPTION
ASSISTANT CLERK
Supervised By: City Clerk/Treasurer
Supervises: Leads and directs subordinate departmental employees as directed.
Position Summary:
Under the direction and partnership with the City Clerk/Treasurer, supervises staff in the
operations of the department. This position executes statutory duties as delegated by the
elected City Clerk/Treasurer. Supervises and directs the maintenance of accurate files
and public records, register voters and voter records, and oversees elections. Assists the
Clerk/Treasurer in developing and administering departmental policies and procedures.
Prioritizes and makes daily work assignments and provides instruction to staff. Monitors the
performance of staff and directs changes as necessary. Performs the work of the City
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. Assists the Clerk/Treasurer in planning, organizing, and directing aspects of
departmental operations related to the responsibilities of the Clerk, including
personnel, budgeting, payroll, planning, and general administration.
2. Assists in the development and implementation of goals and objectives,
departmental policies, procedures, and regulations; oversees data processing
activities and related functions. Ensures compliance with local, state and federal
regulations.
3. In consultation and under the direction of the Clerk/Treasurer, supervises staff,
monitors work performance, and handles employee grievances and complaints.
Supervises staff involved in the department's daily functions determines work
priorities and assigns the workload. Provides guidance and instruction on
assignment completion, shares observations concerning the performance of
employees with the Clerk/Treasurer, recommends disciplinary actions, if necessary,
and provides necessary training and professional development to subordinate staff.
Participates in employee interviews and provides input in the hiring process.
4. In consultation and under the direction of the Clerk/Treasurer, manages related
activities, projects, and services associated with the department. Including:
a. Implement plans for all municipal elections and assists Clerk/Treasurer in
maintaining compliance with Michigan and Federal election law; including voter
registration, voting, training personnel, records management, and maintenance
of the Qualified Voter File (QVF).
b. Oversee public notices and maintain compliance with the Open Meetings Act
(OMA).
c. Complete agendas, attend public meetings, prepare meeting minutes, and
maintain proper official record of meeting minutes.
d. Respond to Freedom of Information Act (FOIA) requests.
e. Issue licenses and permits as required by City ordinance and State regulations.
f. Maintain filing and inventory of City documents, contracts, and historical
records.
g. Assist the Clerk Treasurer in maintenance of the departmental budget and
equipment.
h. Support the Clerk/Treasurer in administrative functions.
5. Work in cooperation with the Assistant Treasurer in the successful management of
the Clerk/Treasurer office, including coordinating the delegation of duties to
employees who work in the department and who may be responsible for work
associated with both the Treasurer and the Clerk duties.
6. Keeps abreast of modern developments in the field, new administrative techniques,
technological advances, and current issues through continued education and
professional growth. Attend conferences, workshops, and seminars as appropriate.
7. Prepares meeting agendas and materials; transcribes and maintains meeting
minutes; attends evening meetings as needed.
8. Explains procedures, addresses questions, and responds to problems raised by the
public or City staff in close partnership with the Clerk/Treasurer.
9. Be cross trained in the duties of the Clerk/Treasurer department so the position is
able to perform the duties of other departmental staff as necessary due to
absences or workloads. This requires the Assistant Clerk to have a high level of
understanding of the duties of the Clerk/Treasurer Specialist, including those duties
that are statutorily under the position of Treasurer.
10. May serve as Notary Public for other City departments and the public.
11. Performs related work as required or assigned.
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 accommodations may be made to enable individuals with disabilities
to perform the job.
Requirements include the following:
• business administration, or a
related field.
•
setting, including preferred prior supervisory and administrative experience.
• aptitude/skills examination with a minimum score of 70%.
•
maintain one throughout employment.
• Certification as a Notary Public or ability to earn a certification within six months of
employment.
• Considerable knowledge of the laws, ordinances and related legislation pertaining to
records management and elections in a municipal government.
• Considerable ability to perform mathematical calculations and maintain accurate and
complete records and files.
• Thorough knowledge of the professional public management techniques involved in
personnel administration and resource management and the ability to identify and
implement new best practices, preferred.
• Knowledge of municipal, state, and federal government rules and regulations.
• Considerable knowledge of office management policies and procedures, maintaining
detailed and accurate records, managing a complete file system in both electronic
and non-electronic format, and performing research.
• Ability to establish effective working relationships and use good judgment, initiative,
and resourcefulness when dealing with employees, other governmental units,
professional contacts, elected officials, and the public.
• Ability to obtain and maintain accreditation as an election official and election
inspector.
• Knowledge of modern office procedures and practices and skills in applying them.
• Skill in the use of office equipment and technology, including Microsoft Suite
applications and financial software, preferably BS&A Software, specific to the
department, and the ability to master new technologies.
• Ability to carry out, understand, and follow complex oral and written instructions,
prioritize demands, and work independently.
• Ability to maintain attention to detail and work effectively under stress and changes in
work priorities.
• Ability to record and transcribe meeting minutes and type with accuracy.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of the 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 communicate
in person and by telephone, read regular and small print, view and produce written and
electronic documents, and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop, and kneel, and use
hands to finger, handle, or feel and reach with hands and arms. Set up and take down
equipment outside the office environment. The employee must lift or push/pull objects up
to 15 lbs. without assistance. Accommodation will be made, if needed, for office
employees required to lift or move objects that exceed this weight.
The typical work environment for this job is a business office setting with a quiet and
sometimes moderate noise level.
July 2025