Municipal Clerks

Career 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.

Industry: Office and Administrative Support

Other Job Titles for Municipal Clerks:

• Realistic: Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
• Investigative: Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
• Artistic: Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
• Social: Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
• 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.
• First Interest High-Point: Primary-Rank Descriptiveness
• Second Interest High-Point: Secondary-Cutoff/Rank Descriptiveness
• Third Interest High-Point: Tertiary-Cutoff/Rank Descriptiveness

• 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 and distribute 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.
• Accept and check containers of mail or parcels from large volume mailers, couriers, and contractors.
• Release packages or letters to customers upon presentation of written notices or other identification.
• Answer inquiries regarding shipping or mailing policies.
• Use equipment such as forklifts and automated "trains" to move containers of mail.
• Sell mail products, and accept payment for products and mailing charges.
• Operate embossing machines or typewriters to make corrections, additions, and changes to address plates.

Emerging Tasks

• Record and maintain all vital and fiscal records and accounts.
• Design or maintain library web site and online catalogues.
• Lend, reserve, and collect books, periodicals, videotapes, and other materials at circulation desks and process materials for inter-library loans.
• Maintain library equipment, such as photocopiers, scanners, and computers, and instruct patrons in proper use of such equipment.
• Manage reserve materials by placing items on reserve for library patrons, checking items in and out of library, and removing out dated items.
• Open and close library during specified hours and secure library equipment, such as computers and A/V equipment.
• Perform accounting and bookkeeping activities such as, invoicing, maintaining financial records, budgeting, and handling cash.
• Perform clerical activities, such as answering phones, sorting mail, filing, typing, word processing, and photocopying and mailing out material.
• Prepare library statistics reports.
• Repair books using mending tape, paste, and brushes, or prepare books to be sent to a bindery for repair.
• Schedule, supervise, and train clerical workers, volunteers, student assistants, and other library employees.

• Analyzing Data or Information: Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
• Assisting and Caring for Others: Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
• Coaching and Developing Others: Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
• 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.
• Communicating with Supervisors, Peers, or Subordinates: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Controlling Machines and Processes: Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
• Coordinating the Work and Activities of Others: Getting members of a group to work together to accomplish tasks.
• Developing and Building Teams: Encouraging and building mutual trust, respect, and cooperation among team members.
• Developing Objectives and Strategies: Establishing long-range objectives and specifying the strategies and actions to achieve them.
• Documenting/Recording Information: Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment: Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.
• Establishing and Maintaining Interpersonal Relationships: Developing constructive and cooperative working relationships with others, and maintaining them over time.
• 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.
• 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.
• Getting Information: Observing, receiving, and otherwise obtaining information from all relevant sources.
• Guiding, Directing, and Motivating Subordinates: Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
• Handling and Moving Objects: Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
• Identifying Objects, Actions, and Events: Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Inspecting Equipment, Structures, or Material: Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
• Interacting With Computers: Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Interpreting the Meaning of Information for Others: Translating or explaining what information means and how it can be used.
• Judging the Qualities of Things, Services, or People: Assessing the value, importance, or quality of things or people.
• Making Decisions and Solving Problems: Analyzing information and evaluating results to choose the best solution and solve problems.
• Monitor Processes, Materials, or Surroundings: Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
• Monitoring and Controlling Resources: Monitoring and controlling resources and overseeing the spending of money.
• Operating Vehicles, Mechanized Devices, or Equipment: Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or water craft.
• Organizing, Planning, and Prioritizing Work: Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Performing Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• 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.
• Performing General Physical Activities: Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.
• Processing Information: Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Provide Consultation and Advice to Others: Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
• Repairing and Maintaining Electronic Equipment: Servicing, repairing, calibrating, regulating, fine-tuning, or testing machines, devices, and equipment that operate primarily on the basis of electrical or electronic (not mechanical) principles.
• Repairing and Maintaining Mechanical Equipment: Servicing, repairing, adjusting, and testing machines, devices, moving parts, and equipment that operate primarily on the basis of mechanical (not electronic) principles.
• Resolving Conflicts and Negotiating with Others: Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• Scheduling Work and Activities: Scheduling events, programs, and activities, as well as the work of others.
• Selling or Influencing Others: Convincing others to buy merchandise/goods or to otherwise change their minds or actions.
• Staffing Organizational Units: Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
• Thinking Creatively: Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
• Training and Teaching Others: Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
• Updating and Using Relevant Knowledge: Keeping up-to-date technically and applying new knowledge to your job.

Detailed Work Activities

• ensure correct grammar, punctuation, or spelling
• fill out business or government forms
• maintain appointment calendar
• maintain job descriptions
• maintain records, reports, or files
• maintain telephone logs
• obtain information from individuals
• operate duplicating equipment
• prepare financial reports
• prepare meeting agenda
• prepare reports
• provide customer service
• take dictation
• transcribe spoken or written information
• use computers to enter, access or retrieve data
• use oral or written communication techniques
• use spreadsheet software
• use word processing or desktop publishing software
• write business correspondence
• maintain telephone logs
• maintain travel expense accounts
• obtain information from individuals
• post medical insurance billings
• prepare billing statements
• prepare financial reports
• prepare tax reports
• process account invoices
• process medical records
• provide customer service
• reconcile or balance financial records
• route multi-line telephone calls
• take dictation
• take messages
• transcribe spoken or written information
• type document from machine transcription
• type letters or correspondence
• use accounting or bookkeeping software
• use computers to enter, access or retrieve data
• use interviewing procedures
• use oral or written communication techniques
• use secretarial procedures
• use shorthand writing procedures
• use spreadsheet software
• use word processing or desktop publishing software
• type document from machine transcription
• type letters or correspondence
• understand legal terminology
• use accounting terminology
• use computers to enter, access or retrieve data
• use library or online Internet research techniques
• use oral or written communication techniques
• use shorthand writing procedures
• use telephone communication techniques
• verify investigative information
• write business correspondence
• write legal documents
• write administrative procedures services manual
• write employee orientation or training materials

Overall 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.

Job 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.

Education
Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree. Some may require a bachelor's degree.

Examples
These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include funeral directors, electricians, forest and conservation technicians, legal secretaries, interviewers, and insurance sales agents.

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• Projected growth (2006-2016): 8.77%
• Projected need (2006-2016): 10,044
• Employment (2006): 114,584

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