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Home My WebLink AboutCity ClerkUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position Title: City Clerk Department: City Clerk’s Oﬃce Division: City Clerk’s Oﬃce Supervisor: City Council FLSA: Exempt Civil Service: No Pay Grade: N/A Job Number: 7001 Job Summary Appointed by the City Council, the City Clerk serves the City Council, directs the operational activities of the City Clerk’s Office, is responsible for the recording, filing, coordinating, and supplying of all official transactions of the City, enforces certain business-related permits, serves as a central information source for City activities; and performs related duties as required. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Coordinates and supervises the preparation and distribution of Council agendas and supplements. • Attends City Council meetings and maintains a record of votes; prepares oﬃcial minutes of Council activities; processes all oﬃcial documents related to Council activities. • Provides oﬃcial notiﬁcation to the public regarding City Council meetings. • Receives all correspondence addressed to the City Council and all other materials and documents requiring City Council approval and adoption. • Ensures legal requirements are met regarding public notices, publications and posting of City business. • Prepares ordinances for codiﬁcation; oversees the codiﬁcation of ordinances into the municipal code. • Serves as custodian of oﬃcial City records and public documents; retrieves public records for the general public and City staﬀ; provides information on ordinances, resolutions and policies; provides copies of records; attests and certiﬁes oﬃcial documents and copies. • Answers questions and provides information to the general public; responds to resident inquiries and complaints. • Supervises the processing of applications and payment of fees for taxicab companies, beer/liquor permits, cigarette licenses and dancing permits; determines that applications are complete and that ordinance requirements have been met and issues licenses and permits; maintains records of the date of issuance and term of license or permit. • Provides information to the County and candidates in the upcoming election. Updated: August 2025 (Admin Review) • Prepares and administers departmental budget. • Develops and maintains electronic and hard copy ﬁles to access information and provides reports and research for the public and Council; operates a variety of standard oﬃce equipment to access necessary information and archive documents in accordance with State law. • Performs notary services. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs other related duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • Bachelor’s degree from an accredited educational institution and three to ﬁve years of related experience; or seven to nine years of related experience and/or equivalent combination of education and experience. Degree in Public Administration, Business Administration, or related. Experience in oﬃce administration. Supervisory experience. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Bachelor’s degree from an accredited educational institution and six years of related experience; or ten years of related experience and/or equivalent combination of education and experience. Experience as a Deputy City Clerk. • Certification as a City/Municipal Clerk from the International Institute of Municipal Clerks. Certification in Iowa Municipal Finance Officers Association – State certification for City Clerks. Residency within the city limits of Iowa City. Knowledge, Skills, and Abilities • Ability to calculate ﬁgures and amounts such as discounts, interest, commissions, proportions, percentages, fractions, percentages, ratios, and proportions. • Ability to deﬁne problems, collect data, establish facts, and draw valid conclusions. • Ability to establish and maintain eﬀective working relationships with elected oﬃcials, employees, and the general public. • Ability to exercise independent judgment and to use resourcefulness and tact in solving problems. • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. • Ability to keep accurate records. • Ability to maintain conﬁdentiality in the performance of duties. • Ability to meet deadlines under pressure. • Ability to meet the public courteously and obtain and give information. • Ability to prepare accurate and complete minutes of meetings. • Ability to read, analyze, and interpret common technical journals, ﬁnancial reports, and legal documents. • Ability to reliably and predictably carry out duties. Updated: August 2025 (Admin Review) • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. • Ability to supervise and coordinate the activities of employees. • Ability to write routine reports and business correspondence. • Knowledge at an advanced level of the legal requirements relating to procedures and practices used by the City Council. • Knowledge at an advanced level of the organization of City government and statutory powers and duties of City oﬃcials. • Knowledge of modern records management techniques including legal requirements for recording, retention, and disclosure. • Skill in using computers and applicable software applications (Microsoft Oﬃce – Word, Excel, Outlook, Laserﬁche, Munis) and ability to learn Agenda Management software, CIMS cemetery software, and JustFOIA public records management software. Supervision Responsible for the overall direction, coordination, and evaluation of a department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include supervising subordinate supervisors and direct reports include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Updated: August 2025 (Admin Review) The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Kellie Grace, City Clerk (4/2024) and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________