Assistant City ClerkPrint ( City ClerkSalary$28.27 - $35.51 HourlyLocationRochester MN 55904, MNJob TypeRegular FTJob Number20240110DepartmentCity Clerk's OfficeOpening Date09/03/2024DescriptionBenefitsQuestionsPOSITION DESCRIPTIONThe City of Rochester invites applications for the position of:Assistant City ClerkThe City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.It takes us all working togetherNature of WorkThe Assistant Clerk performs highly responsible and moderately complex clerical support work that requires knowledge of laws and regulations affecting City operations under the purview of the City Clerk's Office. Duties include providing customer service in person and over the phone, assisting with the coordination of licensing functions for the City, preparing City Council meeting materials and documentation, supporting election judge recruitment and assignment, managing parking violation collections, and support of the other functions of the City Clerk's Office.Work Schedule8 AM to 5 PM Monday through FridayPay2024 starting wage is $28.27 per hour with advancement to $35.51.To have your application considered in the first round of reviews, please apply before Wednesday, September 18, 2024. Applications will be accepted until the position is filled.DUTIES AND RESPONSIBILITIESThe items below are representative of the scope of work performed within this job classification. Individuals within this classification will be assigned to specific areas of duties and responsibilities in both lead and back up capacities. These assignments may rotate and change within the office to ensure cross training and adequate ability to back up critical office functions.*Information ManagementUtilize the City website and PEG channel to communicate public information.Prepare and send out electronic notifications to subscribers of various channels as needed.Assist with the City's response to data practices requests.Assist with the processing and retention of City contracts.*LicensingProcess applications and payments for licenses/permits and maintain associated databases and supporting files.Administer registration of potentially dangerous dogs, and log all necessary information, including owner insurance information in appropriate database.Analyze incoming applications for licenses to determine eligibility based on applicable City ordinances.Work with applicants, other City departments, and third-party agencies to facilitate moving applications through the approval process.Provide information on licensing ordinances to Council Members, business and individual applicants, residents, and other community stakeholders.*Assessments and Administrative FinesCoordinate with other departments concerning special assessment and fine issues.Utilize the City's assessment software program to administer fines and assessments.Coordinate the deferred assessment process.Confirm accuracy and mail miscellaneous assessment billings and notices through the City's assessment software program.Organize and track the assessment process for council meetings.*Election CoordinationAssist in recruiting and coordinating election judges.Assist in compiling election results electronically.Assist with the election process including absentee balloting, notices, and Election Day operations.*Parking Permits and TicketsProcess parking permit applications and issue the appropriate residential parking permit based on location and eligibility of applicants.Coordinate with the vendor on any issues with the permit management system, including the sending of parking permit renewal letters annually.Process parking ticket payments and escalate concerns from customers.Coordinate with Police Department to verify information on vehicles eligible for towing.Provide technical support for parking enforcement software; assist with parking summons and violations.Provide data entry, corrections, and database maintenance of parking violations and summons.*City Council SupportAssist in creating and preparing City Council agendas for publication and posting on the website.Schedule, prepare, and set up materials for Council and committee meetings.Attend meetings of the City Council as assigned to help record all actions taken.Assist in record keeping of all Council actions.Respond to requests from the public and other city staff for information about Council actions.Post required notices and legal documents.*Providing administrative supportSort incoming mail, send and receive shipments, and reconcile UPS invoices.Provide administrative support functions for the City Clerk's office in a timely and professional manner.Provide customer service including answering phones and questions.Provide proactive support of general reception responsibilities, including taking payments and assisting visitors in City Hall.Process purchase orders, expenditure reports, and payment vouchers.Perform other duties as assigned or necessary.*ESSENTIAL FUNCTIONSMINIMUM QUALIFICATIONSEducation and ExperienceAn Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records;ORA high school diploma AND five years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records.If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.Desirable QualificationsFluency in another language, in particular Spanish, Somali, and/or Khmer.Experience in municipal government and/or working in a regulatory environment.ADDITIONAL INFORMATIONPHYSICAL AND ENVIRONMENTAL CRITERIAIn compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work : Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:Continuous demands: Standing, Sitting, Walking, Fine dexterityFrequent demands: Lifting, Handling, Reaching, CarryingOccasional demands: Pushing/Pulling, Kneeling, Crouching, BendingSensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).EMPLOYEE BENEFIT AND RETIREMENT SUMMARY ( following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?YesNo02What is your preferred name?03Which of the following best describes your level of education?High school diploma or equivalent G.E.D.Less than 2 years post-secondary trainingCompletion of a 2 year program or degreeCompletion of a 4 year program or degreeCompletion of a Master's degree or higherNone of the above04Other than your High School diploma/GED, which of the following best describes the field of study for your degree?BusinessAccountingAdministrative SupportA field of study/degree closely related to the aboveMy field of study/degree is in an area NOT RELATED to any of the aboveN/A - I do not have a degree05Which of the following best describes your years of full-time equivalent employment experience performing administrative office duties?Less than 2 yearsMore than 2 years, but less than 4 yearsMore than 4 years, but less than 7 yearsMore than 7 years, but less than 1010 or more years06Does your employment experience performing administrative office duties include any of the following? (Select all that apply)Supporting contact administrationGreeting the public in person and over the phoneEnter information into a computer database on a timely and accurate basisPrepare letters, memorandums, forms, notices, reports and other related documentsMaintain department files including indexing and archivingMaintain electronic content on the web and in databasesWork with multiple high priority items with non-negotiable deadlinesN/A - I have not performed any of these duties07Tell us how your professional, educational and lived experiences would help you be successful in this role.08The City Clerk's Office is responsible for carrying out various functions on the City's behalf. Are you currently or have you ever been employed by a City Clerk's Office of a municipality, or similar department of a County?YesNo09If so, did your duties working for a City Clerk's Office of a municipality, or similar department of a County include any of the following? (Select all that apply)Review and process various City-issued licenses and permitsReceive and process payments for various licenses, parking tickets, warrants, fines and utility billsPrepare meeting agendas and minutesManaging Public Records RequestsAssisting with contract administrationN/A - None of the above10Please indicate the current versions of software in which you are PROFICIENT. If asked to interview, you will be required to demonstrate your competency in these programs. (Select all that apply)Microsoft Suite (Word, Excel, Outlook, PowerPoint, Teams)Microsoft SharePointLaserfiche, ImageNow or other document management softwareJDE, or other enterprise resource softwareAccelaModus Election SoftwareNone of the above11Briefly discuss your approach to having discussions about difficult topics such as race, religion, politics, or sexual orientation.12Briefly discuss what constitutes effective communication and the role communication plays in professional accountability.13Please list the languages other than English that you are able to understand and speak. (Select all that apply)SpanishSomaliCambodian/KhmerArabicVietnameseOtherNone of the above - I do not speak or understand any languages other than English14CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?YesNoRequired QuestionAgencyCity of RochesterAddress201 4th Street SE Rochester, Minnesota, 55904Phone(507) 328-2555Website verify your email address Verify Email