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Details for Municipal Clerks


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.

Tasks

  • Participate in the administration of municipal elections, including preparation and distribution of ballots, appointment and training of election officers, and tabulation and certification of results.
  • Record and edit the minutes of meetings, then distribute them to appropriate officials and staff members.
  • Plan and direct the maintenance, filing, safekeeping, and computerization of all municipal documents.
  • Issue public notification of all official activities and meetings.
  • Maintain and update documents such as municipal codes and city charters.
  • Prepare meeting agendas and packets of related information.
  • Prepare ordinances, resolutions, and proclamations so that they can be executed, recorded, archived, and distributed.
  • Respond to requests for information from the public, other municipalities, state officials, and state and federal legislative offices.
  • Maintain fiscal records and accounts.
  • Perform budgeting duties, including assisting in budget preparation, expenditure review, and budget administration.
  • Perform general office duties such as taking and transcribing dictation, typing and proofreading correspondence, distributing and filing official forms, and scheduling appointments.
  • Coordinate and maintain office-tracking systems for correspondence and follow-up actions.
  • Research information in the municipal archives upon request of public officials and private citizens.
  • Perform contract administration duties, assisting with bid openings and the awarding of contracts.
  • Collaborate with other staff to assist in the development and implementation of goals, objectives, policies, and priorities.
  • Represent municipalities at community events, and serve as liaisons on community committees.
  • Serve as a notary of the public.
  • Issue various permits and licenses, including marriage, fishing, hunting, and dog licenses, and collect appropriate fees.
  • Provide assistance to persons with disabilities in reaching less accessible areas of municipal facilities.
  • Process claims against the municipality, maintaining files and log of claims, and coordinate claim response and handling with municipal claims administrators.
  • Develop and 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.

Interests

  • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Education, Training, Experience

  • Education - Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  • Training - Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  • Experience - Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.

Knowledge

  • Personnel and Human Resources - Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  • Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Law and Government - Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
  • Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Related Careers

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  • Credit Authorizers
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  • Executive Secretaries and Administrative Assistants
  • Insurance Claims Clerks
  • Office Clerks, General
  • Procurement Clerks
  • Statement Clerks
  • Title Examiners, Abstractors, and Searchers
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