Town Clerk Specialist

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Town Clerk Specialist

Salary

$23.61 - $34.23 Hourly

Location

Gilbert, AZ

Job Type

Full Time

Remote Employment

Flexible/Hybrid

Job Number

24-0254

Department

TOWN CLERK

Opening Date

05/21/2024

Closing Date

6/4/2024 11:59 PM Arizona

• Description

• Benefits

• Questions

We Are Seeking

With every job we fill, our focus is on providing best-in-class service to our citizens while offering the opportunity for professional growth in a rewarding and innovative work environment. The Clerk’s Office has an exciting opportunity for a highly motivated professional to fill the position of a full time Town Clerk Specialist. We are an innovative office that prides ourselves on our team and organizational culture, as well as a balanced 4-day work week and hybrid work environment.

The Town Clerk Specialist provides administrative support to the Clerk's Office and the Mayor and Council by composing Council minutes; preparing agendas; performing records retention, document verification, and election activities; as well as managing the Town Clerk’s website. This position also supports Gilbert's Boards and Commissions by facilitating recruitment and member appointment.

Town Clerk Specialist Responsibilities:

• Create agendas, agenda packets, meeting notes, council communication documents, and action sheets for all Council Meetings, and process addendums;

• Prepare minutes of Council meetings including Regular, Special, and Subcommittee meetings as assigned;

• Prepare and process all ordinances, resolutions, policy, development agreements, annexations, minutes, and liquor license documents for signature at Council meetings, and record, publish, and post documents, as needed;

• Review documents and verify accuracy of Municipal Code, ordinances, resolutions, policy statements, and related documents;

• Prepare all proclamations at the request of the Mayor;

• Manage, monitor, and update the Town Clerk section of the Town’s website including the posting of agendas, draft minutes, and election information;

• Assist with election-related duties including accepting campaign finance reports, processing documents, performing data entry and research, and completing various communication responsibilities including candidate correspondence and outreach to various agencies;

• Facilitate Boards and Commissions openings, recruitment, and advertising, onboarding, required trainings, updating databases and directories, managing on-line applications and website updates, and scheduling interviews;

• Gather, analyze, and disseminate data as it relates to department performance;

• Receive and respond to internal and external customer inquiries and requests including researching and analyzing information;

• Maintain community, town, and state relations by serving in a liaison role on various committees and professional organizations;

• Cross train and rotate areas of focus with other Clerk Department team members to offer comprehensive support to the department;

• Support Administrative Assistant as a backup with invoice processing, meeting set-up, supply ordering, records retention, code updates, postings, and special programs; and

• Manage special projects and other duties as assigned.

About You

At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do!

The Clerk’s Office is looking for someone who is...

• Task-oriented and concerned with rules, accuracy, and high standards of quality;

• Serious and conscientious with a communication style that is reserved, factual, formal, and sincere;

• Most comfortable when adhering to established guidelines and procedures; and

• Proactive to conduct a high degree of information-gathering before making decisions.

Qualified candidates must possess the following requirements:

• Associate’s degree (preferred) and 3 years of experience related to area of assignment; or

• Any equivalent combination of experience and training that provides the knowledge and abilities necessary to perform the work.

We Are Team Gilbert

Gilbert’s mission is to “Anticipate. Create. Help people.” With 100 years of history and growth, our focus is on keeping the thriving community that Gilbert is today well into the future, while continuing to be one of the top communities in the country.

What sets Gilbert apart is a combination of a sense of community, a unique and enjoyable environment for residents and businesses and a commitment to innovation. Gilbert is a diverse community that celebrates its rich heritage and character, but we’re working diligently to shape our best possible future. We all play a role in the design of tomorrow.

In Gilbert, we are shaping a new tomorrow, today (https://youtu.be/ftB0lKDltvc) .

Up For the Challenge

Gilbert is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If any reasonable accommodation is needed while participating in the application and interviewing process, please contact our People Team (Human Resources) at 480-503-6823. Requests should be made as early as possible to allow time to arrange the accommodation.

Gilbert provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Note: This position is an At-Will position and is FLSA non-exempt - eligible for overtime compensation.

This position has been identified as an eligible position for a Hybrid or Remote work agreement. Modified work privileges are approved at the sole discretion of the department director; as such, the department reserves the right to modify or discontinue modified work arrangements at any point. Regardless of work location (Remote, On-Site, or Hybrid) Town of Gilbert employees are required to reside in the state of Arizona.

Physical Demands and Working Conditions for this position include:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.

Town of Gilbert offers a comprehensive benefits package for qualifying positions that includes self-funded medical and dental plans, life insurance, disability, pension, tuition reimbursement, parental leave, babies at work, and more! Click Here (https://www.gilbertaz.gov/home/showdocument?id=42978&t=637793142009536761) to see a list of our benefit offerings at-a-glance.

01

In the questions that follow, you will be asked for information about your qualifications. If the question does not apply to you, enter "N/A". Answers provided in this supplemental questionnaire must be substantiated and verifiable in your application. Submitting a resume in lieu of completing the application and failing to answer supplemental questions may disqualify you, so please be thorough. Please indicate whether or not you accept these terms by checking the appropriate response below.

• Yes

• No

  02

  What is the highest level of education you have completed?

• High School / GED

• Associate's Degree / 2 Years College Coursework

• Bachelor's Degree

• Master's Degree or Higher

• None of the above

  03

  How many years of experience do you have managing the creation of agendas and related packets for public meetings?

• None

• Some; less than 1 year

• 1 - 3 years

• 3 years or more

  04

  How many years of experience do you have creating summary minutes for public meetings?

• None

• Some; less than 1 year

• 1 - 3 years

• 3 years or more

  05

  How many years of work experience do you have providing administrative support?

• None

• Some; less than 1 year

• 1 - 3 years

• 3 years or more

  06

  Do you have experience creating and/or facilitating meetings of various sizes using virtual platforms?

• Yes

• No

  07

  Do you have experience with Arizona (or other state) open meeting laws (public notice requirements, executive sessions, and meeting minutes) to include creating agendas and packets?

• Yes

• No

  08

  The following question is strictly confidential and will not be made part of your application for employment. Preference Status per Arizona Revised Statute 38-492. Select all that apply:

• Veteran

• Disable Veteran

• Veteran's Spouse / Surviving Spouse

• Disabled Person

  Required Question

Agency

Town of Gilbert

Address

50 E. Civic Center Drive Gilbert, Arizona, 85296

Website

https://gilbertaz.gov/jobs

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