Job Details

Salary : $69,097.60 - $103,646.40 Annually
Location : 2135 S. Ammon Rd, Ammon
Job Type: Full-Time
Job Number: 202400048
Department: Clerk Department
Opening Date: 05/05/2025
Closing Date: 6/2/2025 11:59 PM Mountain

Description
General Purpose
The principal function of the City Clerk/Mayor's Assistant is to perform a number of administrative and technical tasks that directly support the effective management of the City's government. The individual in this position exercises independent judgment and initiative, provides administrative support to the Mayor and City Council and is responsible for addressing public records requests, ensuring publication of City Council meetings, attending City Council meetings, and any other public meetings as needed, maintenance of Municipal Code and official records of the City, and conducting elections. The work is performed under the general direction of the Mayor & City Administrator. The principal duties of this class are performed in a general office environment.
Supervision Received

• Primarily works under the supervision of and reports directly to the City Administrator & Mayor.

Supervision Exercised

• N/A

Examples of Duties
Essential Duties and Responsibilities (Illustrative Only)

• Coordinating the activities of the office of the City Clerk with those of other elected and appointed officials and providing research and administrative assistance to the Mayor and City Council.
• Working with City Officials and staff on a daily basis to facilitate issues of the City.
• Ensuring City agreements, contracts and other legal documents are properly signed and recorded.
• Publishing public notices and ordinances in a timely manner to ensure codification and compliance with State statute.
• Preparing City Council agendas, packets of materials, and minutes for review and official action by the governing body.
• Attending and recording official proceedings, securing approval of written minutes, and making appropriate notifications to interested parties.
• Serving as Records Custodian to ensure the integrity of the City's official records system.
• Maintaining up-to-date files for such items as legal contracts and agreements; meeting minutes; ordinances and resolutions adopted by the Council; and a variety of other documents associated with city operations and services.
• Effectively representing the City with governmental agencies, community groups and various professional, educational, and regulatory legislative organizations.
• Greeting callers and visitors, responding to inquiries about City business, ensuring public access to records as required by public records laws, and receiving and following-up on complaints;
• Receiving and coordinating responses to all subpoenas for records, lawsuits and depositions to appear served on the City.
• Processing claims against the City, maintaining files and log of claims, and coordinating claims response and handling with City officials.
• Maintain an awareness of constantly changing laws, rules and regulations and advising departments as necessary.
• Serving as the City's Election Official, which includes giving notice of general and special elections, accepting candidates' applications for office, recording election proceedings, maintaining the City's election records, approving the final voter's list, preparing for and supervising elections including financial documents, notifying officials of their appointment or election and certifying results of elections, and coordinating all election activities with Bonneville County.
• Performing follow-up activities resulting from the City Council, Planning and Zoning Commission and other meetings throughout the City, including transcribing and distributing minutes, ensuring that resolutions and ordinances are in the proper format and notarized, tracking status and, if necessary, distributing to all the involved agencies;
• Serving as the custodian of City seals and records, signing official documents of the City, issuing municipal licenses and permits, ordinances and resolutions as needed.
• Prepare and oversee ICRMP, City liability insurance and vehicle files. Develop, understand and negotiate contractual requirements to help protect the City from liability exposure.
• Receives bids for City services, officiates at bid openings and archives bid documents.
• Maintains historical data for the City.
• Operating standard office equipment, a personal computer, and related equipment;
• Responding promptly to public and organizational needs.
• Developing and maintaining positive working relationships with managers, co-workers, council, the general public, and other individuals or groups encountered through this position.
• Performing all duties with regard for personal safety and that of other employees and the public.
• Providing assistance and expertise to other City departments, agencies, and staff.
• Performing all work duties and activities in accordance with City and Department policies, procedures and safety practices.
• Responsible for performing highly confidential secretarial and administrative services for the Mayor.
• Composes letters and memoranda; responsible for preparing, typing, and distributing reports, interoffice and press-related memos and documents as requested by the Mayor.
• May assist with scheduling meetings, screening requests and coordinating the Mayor's schedule.
• Gathers and writes, edits and disseminates news releases, media advisories, public services announcements, fact sheets, and other materials.
• Manages social media accounts for the City, coordinating posts with other departments.

Peripheral Duties

• Performing Notary Public duties;
• May serve as a member on various committees and boards;
• Performs other duties as assigned, consistent with this job description.

Typical Qualifications
Minimum Acceptable Experience and Training

• Bachelor's Degree or higher in related field ; and
• Five years administrative experience in a municipality; and
• Begin the process of certification as a Certified Municipal Clerk (CMC) with the International Institute of Municipal Clerks (IIMC) or state certification from the Idaho City Clerks, Treasurers and Finance Officer Association (ICCTFOA) within one year of hire; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the duties of this job.

Knowledge, Skills & Abilities

Knowledge of:

• City operations, policies, procedures, ordinances, etc. and their applicability to specific situations;
• Federal and State regulations related to municipal operations and legalities;
• Office management procedures, records management, official municipal documents, filing systems and archive and retrieval systems;
• Records management, official municipal documents, filing systems and archive and retrieval systems;
• Risk Management methods and objectives;
• Municipal budgeting practices and procedures;
• Operation of standard office equipment including a personal computer and job-related software applications;
• English grammar, spelling, punctuation, and composition.

Ability to:

• Comprehend, interpret and apply municipal records management protocols.
• Explain regulations with tact and courtesy.
• Produce and maintain accurate and legible reports and documents.
• Communicate effectively orally and in writing.
• Establish and maintain effective working relationships with elected officials, state agencies, local governments, contractors, co-workers, and the public under sometimes stressful conditions.
• Interpret and apply complex laws, regulations, standards and policies.
• Analyze and appropriately solve problems and resolve conflicts.
• Maintain a professional demeanor at all times;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Operate standard office equipment and a personal computer using program applications appropriate to assigned duties;
• Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.

Essential Physical Abilities

An employee in this class should have sufficient physical and mental capability, with or without reasonable accommodation to:

• Listen and respond to voice instructions; to communicate effectively in person, on the telephone and formal situations; to discern verbal instructions;
• View and review a wide variety of written and electronic materials, to operate computer and related office equipment;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, Google Suite or similar office software to create documents and other materials, maintain information, and generate reports.
• Perform essential job functions in an office or field setting that may require lifting/moving 20 lbs., bending, stooping, kneeling, stretching and other physical exertions including performing tasks involving hand/wrist/arm movements.

Supplemental Information
Disclaimer

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.

Work Environment

Position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, generally involving minor muscular strain, such as walking, standing, stooping, sitting, and reaching. Talking, hearing and seeing are necessary to perform essential functions. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, dexterity required. Mental application utilizes memory for details, verbal instructions, emotional stability, critical thinking and some creative problem solving.

Travel Requirements

The employee must possess and maintain a valid Idaho driver's license and proof of valid insurance. Some travel required.
The City of Ammon offers a complete benefits package to full-time employees including medical coverage, life insurance, paid time off, paid holidays, a health reimbursement account for vision and dental expenses and membership in the Public Employee Retirement System of Idaho.

Temporary jobs and part-time positions that regularly work less than 20 hours per week typically do not qualify for benefits

For further information regarding City of Ammon benefits, contact our HR Department at 208-###-####.