City Clerk

Salary: $46.07 - $57.57 HourlyLocation : West St. Paul, MNJob Type: Full timeJob Number: 2026.03.12Department: Administration - GeneralDivision: City AdministrationOpening Date: 03/13/2026Closing Date: 4/3/2026 11:59 PM CentralDiversity Statement: An Equal Opportunity/Affirmative Action Employer Position Summary Maintains official City records and files; prepares agendas and minutes for City Council and Charter Commission meetings; administers elections; manages records retention and data practices; performs administrative support work to the City Manager, Assistant City Manager, and City Council. Primary DutiesCity Council SupportCoordinates agenda preparation, packet assembly, and official minutes for City Council, Economic Development Authority, and Charter Commission meetings.Maintains and files the official record of all Council actions, drafts resolutions and proclamations, and provides general support to elected officials.Manages the board and commission recruitment and appointment process.Official Records and AdministrationServes as the official guardian of City records, including signing, notarizing, and certifying official documents, and any other legal requirements.Oversees codification, publishes required legal notices, and administers business and rental licensing in coordination with the Administrative Specialist.Elections AdministrationPlans and administers all City elections from start to finish, including judge recruitment, training, and supervision; absentee ballot processing; canvassing and certification of results; and fulfilling all legal requirements.Serves as the City's primary liaison to the Secretary of State's Office and Dakota County Elections Division.Data Practices and Records RetentionServes as the City's Responsible Authority and Data Compliance Official for all records outside of law enforcement, Human Resources, and labor relations.Administers records retention schedules, responds to data requests in accordance with the Minnesota Government Data Practices Act, and oversees document destruction.Administrative and Project SupportProvides direct administrative support to the City Manager and Assistant City Manager, including correspondence, research, and reporting.Assists with special projects as assigned and as capacity allows.Performs other duties and assumes other responsibilities as assigned. Minimum and Preferred Qualifications Minimum QualificationsThree or more years of progressively responsible administrative experience in a local government setting, or an equivalent combination of education and experience demonstrating the ability to perform the duties of this position.Proficiency in Microsoft Office suite.Preferred QualificationsExperience as a City Clerk, Deputy Clerk, or in elections administration.Completion of State Municipal Clerk Certification.Experience taking minutes at public meetings.Experience with records retention management and data compliance. Essential Knowledge, Skills and Abilities Ability to learn and apply election law, records retention requirements, Minnesota Government Data Practices Act, and other applicable statutes and procedures.Ability to communicate clearly and professionally with elected officials, City staff, county personnel, and the public.Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive data and legal documents.Ability to compose memos, letters, resolutions, proclamations, and other official documents with minimal direction.Ability to work independently, prioritize competing demands, and make sound decisions in a deadline-driven environment.Ability to establish and maintain effective working relationships with City officials, employees, and the public.Commitment to accuracy, attention to detail, and follow-through on complex administrative processes.The City of West St. Paul is proud to offer its employees a wide variety of benefits. PERA - Pension (Public Employees Retirement Association)Medical InsuranceHSA/VEBA City ContributionLife Insurance - $25,000 coverage City paidLife Insurance - Voluntary employee, spouse and dependent Life Long-term Disability Insurance - city paidShort-term DisabilityPost-Employment Health Plan (HCSP or RHS)Personal Time Off 13 paid holidays, including a floating holidayTuition ReimbursementMedical FSADependent Care FSAWellness ProgramDental InsuranceVision (eye wear and contacts)457 Deferred Compensation (Mission Square & MSRS)Gap Insurance options (Accident, Hospitalization and Critical Illness)01 Do you have three years of experience in a local government setting with computer experience including office software, database, PowerPoint, word processing, and spreadsheet applications? Yes No 02 Do you have experience implementing record retention requirements and/or responding to data requests? Yes No 03 Please pick the response below that indicates how many years of the State Municipal Clerk Certification Program that you have completed, if any. Certified None 1 year 2 years 3 years 04 Which answer below describes your work experience in preparing, recording, and maintaining records of ordinances, proclamations, and resolutions? None 1-2 years 3-5 years more than 5 years 05 Which answer below describes your work experience administering election activities in accordance with federal, state, and local election laws and requirements? None 1-2 years 3-4 years 5-7 years 8-10 years more than 10 years 06 If you have experience assisting a City Clerk with elections administration, please select the number of elections with which you have worked. None 1 2 3 4 5 or more 07 How many years of work experience do you have as a City Clerk? None 1-2 years 3-5 years 6-8 years 9-10 years more than 10 years 08 How many years of work experience do you have as a Deputy Clerk? None 1-2 years 3-5 years 6-8 years 9-10 years more than 10 years 09 What is your experience taking and/or transcribing minutes for council meetings or other public sector committees or boards? None 1-2 years 3-5 years 6-8 years 9-10 years more than 10 years 10 How much experience do you have with records management and responding to data requests? None 1-2 years 3-5 years 6-8 years 9-10 years more than 10 years 11 Do you have experience using Laserfiche? Yes No 12 Do you have experience with agenda management software? Yes No Required Question

Created: 2026-04-02