Municipal Clerks

Draft agendas and bylaws for town or city council; record minutes of council meetings; answer official correspondence; keep fiscal records and accounts; and prepare reports on civic needs.

Job Task

• Represent municipalities at community events, and serve as liaisons on community committees.
• Research information in the municipal archives upon request of public officials and private citizens.
• Serve as a notary of the public.
• Develop and conduct orientation programs for candidates for political office.
• Provide assistance to persons with disabilities in reaching less accessible areas of municipal facilities.
• Provide assistance with events such as police department auctions of abandoned automobiles.
• Prepare ordinances, resolutions, and proclamations so that they can be executed, recorded, archived, and distributed.
• Record and edit the minutes of meetings, then distribute them to appropriate officials and staff members.
• Respond to requests for information from the public, other municipalities, state officials, and state and federal legislative offices.
• Collaborate with other staff to assist in the development and implementation of goals, objectives, policies, and priorities.
• Coordinate and maintain office-tracking systems for correspondence and follow-up actions.
• Participate in the administration of municipal elections, including preparation and distribution of ballots, appointment and training of election officers, and tabulation and certification of results.
• Perform budgeting duties, including assisting in budget preparation, expenditure review, and budget administration.
• Issue public notification of all official activities and meetings.
• Issue various permits and licenses, including marriage, fishing, hunting, and dog licenses, and collect appropriate fees.
• Maintain and update documents such as municipal codes and city charters.
• Maintain fiscal records and accounts.
• Perform general office duties such as taking and transcribing dictation, typing and proofreading correspondence, distributing and filing official forms, and scheduling appointments.
• Plan and direct the maintenance, filing, safekeeping, and computerization of all municipal documents.
• Prepare meeting agendas and packets of related information.
• Perform contract administration duties, assisting with bid openings and the awarding of contracts.
• Prepare reports on civic needs.
• Process claims against the municipality, maintaining files and log of claims, and coordinate claim response and handling with municipal claims administrators.

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