Salary: $70,927.00 - $109,228.00 AnnuallyLocation : Little Rock, ARJob Type: Full Time- Regular PositionJob Number: EA-2024-11Department: Office of Executive AdministrationDivision: City ClerkOpening Date: 12/02/2024Closing Date: 12/11/2024 11:59 PM CentralFLSA: ExemptBargaining Unit: ..Supervisory Responsibility?: NoOn-Line Applications Only?: YesDepartment:: EAGrade: 913The City of Little Rock provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws. City of Little Rock complies with applicable state and local laws governing non-discrimination in employment in every work location. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Job Objective & Safety/Security Sensitive DesignationJOB OBJECTIVE: To manage the administrative functions of the City Clerk's Office; to maintain all official records of the City of Little Rock to include official records of actions taken by the City of Little Rock Board of Directors; to serve as liaison between the City Clerk's Office and other City departments, and the general public.This position is not designated as a safety/security sensitive position and is not subject to random drug and alcohol screening.Essential Functions
- Manages the administrative functions of the City Clerk's Office and maintains all official records of the City of Little Rock to include official records of actions taken by the City of Little Rock Board of Directors.
- Reviews materials submitted by City departments for the Board of Directors' agenda; drafts cover memos for the City Manager's signature explaining the intent of any proposed changes to City codes or ordinances; ensures assembly of agenda packets; compiles electronic agenda information.
- Prepares agendas and distributes tentative Board of Directors topics for Board agenda meetings; updates and distributes finalized agenda for Board meetings and ensures materials required for discussion are attached.
- Attends Board of Directors' meetings to audibly read aloud resolutions presented during board meetings and agenda sessions;provides support information for the City Manager and notes items requiring follow-up;takes minutes of meetings, maintains records of all actions taken by the Board of Directors and records of City activities.
- Serves as custodian for official City of Little Rock records to include ordinances, resolutions, contracts, agreements, deeds, minutes and other related legal documents; attests, certifies the validity of signatures, and files all official City documents and records in compliance with all applicable laws, regulations, policies and procedures.
- Serves as liaison between City and contracted security company to ensure appropriate security staffing at City Hall during regular business hours, special meetings and related functions; issues, activates, and deletes cards in the security system for employee access into City Hall buildings.
- Investigates operational and administrative problems and complaints regarding assigned activities and operations; responds to and resolves sensitive and controversial issues, inquiries, and complaints; reports findings and solutions to City Manager.
- Oversees the records management system and ensures the collection, maintenance, retention, indexing and cross-reference and publishing of City records; ensures documents are properly archived and available for public access; ensures official documents are filed and purged in compliance with all applicable laws, regulations, policies, and procedures.
- Monitors boards and commissions appointments, vacancies and terms; coordinates appointment process and filling of vacancies for City of Little Rock boards and commissions to include advertisement of vacancies, reviews applications to ensure applicants meet criteria and submits approved applications for consideration by appropriate staff members.
- Compiles tentative annual budget figures and prepares, reviews and approves all budget transactions for the City Clerk's Office;prepares division purchase requisitions, travel requests, and account transfers; ensures items requested have been budgeted and are in compliance all applicable policies and procedures.
- Researches and prepares responses to public inquiries, media and Arkansas Freedom of Information Act (FOIA) requests relative to the City Clerk's Office; prepares draft press releases relative to local elections; submits to appropriate personnel for review and approval.
- Verifies or ensures the verification of petition signatures for prospective candidates and issues to be placed on voting ballots in compliance with applicable policies and procedures.
- Answers questions, provides information relative to municipal office positions; issues petitions to persons seeking municipal office; notifies the Pulaski County Election Commission of persons completing all required filing procedures and of matters Board of Directors have referred to voters, such as property or sale tax elections.
- Researches files of City records to provide information and answer questions for City departments, local attorneys, City directors and members of the public; prepares certified copies of City documents.
- Notifies all affected State, County or local agencies and City departments of new improvement districts, annexations and street closing.
- Oversees scheduling of Board of Director Chamber Room to ensure availability.
- Reviews materials related to Act 9 bond issues; prepares transcripts of proceedings regarding Act 9 bonds; represents the City of Little Rock by signing completed Act 9 bonds.
- Notifies or ensures notification of changes in the City Code of Ordinances to the contracted publisher.
- Monitors and analyzes existing, pending, and proposed Federal and State legislation that may impact operations in the City Clerk's Office; implements policies and procedural changes as required.
- Updates all policies and procedures in the City of Little Rock Procedure Guideline Manual on the City of Little Rock website in compliance with applicable guidelines, policies and procedures.
- Establishes and maintains hard copy and computer files and records of assigned activities, operations, and other assigned projects.
- Assigns, prioritizes and reviews the work activities and evaluates the performance of assigned personnel; ensures assigned personnel completes training as required.
- Operates a computer, utilizing database, spreadsheet and word processing software in the performance of essential job functions.
- SUPERVISORY RESPONSIBILITIES: Assistant City Clerk, Deputy City Clerk and Office Assistant III.
Minimum Qualifications, Additional Requirements and Supervisory ResponsibilitiesThese knowledge, skills, and abilities are usually, although not always, acquired through the completion of a Bachelor's degree in Business or Public Administration, or a related area, two (2) years of experience in public sector management or administration to include two (2) years of records management experience, and one (1) year of supervisory experience. Equivalent combinations of education and experience will be considered.ADDITIONAL REQUIREMENTS:
- Must obtain Notary Public Certification within six (6) months of employment and maintain certification for the duration of employment in this position.
- Must be available to work outside of regular business hours to include evenings, holidays, and weekends.
DISCLAIMER:This document does not create an employment contract, implied or otherwise. Application Requirements
- Online applications only
- Applicant's answers to supplemental questions will be used to screen for minimum qualifications electronically.
- Please include a complete work history when completing application. Work history may impact initial salary offer amount for the successful candidate.
- List of qualified applicants will be considered active for up to six (6) months and may be used to fill future openings with same or similar minimum qualifications.
- All communication regarding application status will be sent to candidates via text message/email address listed on account.
- You may check your inbox in your Careers/Little Rock account to review all notices sent to the email address associated with your applications.
- Applicants may check application status for any position by logging into their account at Careers/Little Rock or contacting Human Resources at (501) ###-#### if they are having computer difficulties.
City of Little Rock BenefitsNon-Uniformed NON-Union Eligible Full-Time Employees Health Insurance (medical, dental, vision) -The City pays the eintire cost of employee only health insurance for the base plan. Higher levels of health coverage and dependent coverage is available at the employee's option; the City pays part of the cost of this additional coverage.Life Insurance - The City pays the total cost of employee life insurance. Amount of coverage is one to three times salary, based on job classification.Accidental Death and Dismemberment (AD&D) - The City pays the total cost for employee AD&D. Amount of coverage is one times salary.Long-Term Disability - The City pays the total cost of long-term disability insurance. Amount of coverage is 60% of salary.Retirement - Our 401a pension plan requires contributions by both the City and the employee.Paid Time OffPaid Time Off (PTO) Leave may be used for vacation, personal illness, funeral Leave/attendance, illness of a family member or other personal business.Generous leave accruals with carry over capability.Short-Term Disability LeaveShort-Term Disability (STD) can be used for extended personal illness requiring the employee to be absent more than three (3) days (with acceptable medical documentation).All full-time non-uniformed non-union eligible employees earn STD at the rate of six (6) days per year.After five (5) years of service, an employee will receive 2% of the STD account (maximum 1,000 hours) per years of service, upon termination of employment.LongevityLongevity pay will be paid at the rate of $4 per month for each year of service up to and including the fifth (5th) year and $6 per month for each year of service beginning at six (6) years and for each year thereafter. 01 Do you have a Bachelor's Degree in Business Administration, Public Administration, or a related area?
02 Do you have two (2) years of experience in public sector management or administration to include two (2) years of records management experience?
03 If yes, please explain this experience. (Please ensure this information is included in your work history.) If not applicable, please enter N/A. 04 Do you have at least one (1) year of supervisory experience?
05 If yes, please explain this experience. (Please ensure this information is included in your work history.) If not applicable, please enter N/A.. 06 Do you possess a notary public certification or are willing to obtain a notary public certification within six (6) months of employment and maintain certification for the duration of employment in this position?
07 Are you available to work evenings, weekends, and holidays as required?
08 How did you find out about this particular position?
- LRJobs.LittleRock.gov
- Facebook/Social Media
- Arkansas Business
- KARK4/FOX16 Social Media Live
- Newspaper (Arkansas Democrat Gazette or El Latino)
- City Employee
- Friend or relative who does not work for the City
- Internet Search Engine (Google, Yahoo, Bing)
- Career Builder/Indeed
- Government Jobs
- Indeed
- College/University Career Page
- Career Fair
- Virtual Job Fair
- Career Counselor (Military or Goodwill, Workforce)
- Re-entry Program (Community Programs)
- Department of Workforce Services
- Professional Association
- Other
Required Question