Municipal Clerks :: Job Description

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Municipal Clerks

Careers / Municipal Clerks

Summary Description


	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.

Sample Job Titles

1.	City Clerk

2.	City Clerk Treasurer

3.	City Secretary

4.	Clerk

5.	Clerk of Council

6.	Crier

7.	Deputy City Clerk

8.	Deputy Clerk

9.	Municipal Clerk

10.	Recorder

11.	Recorder of Deeds

12.	Register of Deeds

13.	Register of Wills

14.	Registrar

15.	Registration Officer

16.	Town Clerk

17.	Township Clerk

Job Tasks

	Participate in the administration of municipal elections, such as preparation or distribution of ballots, appointment or training of election officers, or tabulation or certification of results.

	Record and edit the minutes of meetings and distribute to appropriate officials or staff members.

	Plan and direct the maintenance, filing, safekeeping, and computerization of all municipal documents.

	Issue public notification of all official activities or meetings.

	Maintain and update documents, such as municipal codes or city charters.

	Issue various permits and licenses, such as marriage, fishing, hunting, or dog licenses, and collect appropriate fees.

	Prepare meeting agendas or packets of related information.

	Prepare ordinances, resolutions, or proclamations so that they can be executed, recorded, archived, or distributed.

	Respond to requests for information from the public, other municipalities, state officials, or state and federal legislative offices.

	Maintain fiscal records and accounts.

	Perform budgeting duties, such as assisting in budget preparation, expenditure review, or budget administration.

	Perform general office duties, such as taking or transcribing dictation, typing or proofreading correspondence, distributing or filing official forms, or scheduling appointments.

	Provide assistance to persons with disabilities in reaching less accessible areas of municipal facilities.

	Coordinate or maintain office tracking systems for correspondence or follow-up actions.

	Research information in the municipal archives upon request of public officials or private citizens.

	Process claims against the municipality, maintaining files and log of claims, and coordinate claim response and handling with municipal claims administrators.

	Perform contract administration duties, assisting with bid openings or the awarding of contracts.

	Collaborate with other staff to assist in the development and implementation of goals, objectives, policies, or priorities.

	Represent municipalities at community events or serve as liaisons on community committees.

	Serve as a notary of the public.

	Develop or conduct orientation programs for candidates for political office.

	Provide assistance with events, such as police department auctions of abandoned automobiles.

	Prepare reports on civic needs.

Work Activities

Importance	Work Activity

Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.


		provide customer service

Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.


		transcribe spoken or written information

		take dictation

		maintain telephone logs

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.


		use computers to enter, access or retrieve data

		use spreadsheet software

		use word processing or desktop publishing software

Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.


		write business correspondence

Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.


		obtain information from individuals

Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.


		ensure correct grammar, punctuation, or spelling

Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.


		maintain records, reports, or files

		prepare reports

		fill out business or government forms

		maintain appointment calendar

		prepare financial reports

Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.

Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.


		use oral or written communication techniques

Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.

Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.

Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.

Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.

Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.


		prepare meeting agenda

Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.

Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Handling and Moving Objects — Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.

Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Estimating the Quantifiable Characteristics of Products, Events, or Information — Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

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The Rx symbol used in pharmacology was originally as astrological sign for the planet Jupiter. Its use originated in the Middle Ages when doctors believed that planets influenced health.

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