City councils are legislative branches of a city’s government that represent private citizens. City council meetings are a way for public administrators to communicate and discuss legislative changes and other concerns within the community. These meetings are one the core responsibilities of a city clerk. Held on average two times per month, city council meetings provide citizens with the opportunity to attend and speak in front of public administrators and council members.
In addition to managing city council meetings, city clerks wear many other hats. By utilizing meeting platforms such as eScribe, city clerks can provide ease and transparency for American citizens who have the right and a choice to appeal to their local government.
What is a City Clerk?
The city clerk acts as a liaison between government officials and the general public. City clerks are hired rather than elected and, depending on the municipality, there are specific skills and education requirements.
Along with educational qualifications, city clerks should also reflect certain personality characteristics. A city clerk is an employee of the government who works directly with the mayor and city council, so having strong communication skills is essential. They also need to display attentiveness as they manage meetings, have clear and concise speaking skills, and must exert integrity while dealing with official and sensitive topics and documents.
City Clerk Roles and Responsibilities
City Council meetings are essentially run by the city clerk. They’re held on a monthly, bi-weekly, or weekly basis and are open to the public, whether that be in-person or using virtual software solutions for local governments.
City governments usually have a bylaw in place that provides transparency to the public, staff, and media on how city council meetings will be run. The decisions made in city council meetings can heavily impact communities, so it’s critical that citizens have access to them. In addition to having innovative software in place for council meetings, city clerks also:
- Schedule and set up the conference room.
- Draft and distribute the agenda.
- Communicate to government officials and the public about city council meeting details.
- Take roll call.
- Record meeting minutes along with transcribing and distributing final documents.
Other city clerk responsibilities may include recording and filing sensitive data, preparing and drafting official reports, publishing correspondences and ordinances, and understanding and being in compliance with local and federal laws.
City council meetings also give an opportunity for the community to vote and make their voices heard regarding new ordinances and policies — one of the most basic examples of civil engagement. Items covered can be anything from public safety and welfare to regulating snow removal and littering. Not only are city council meetings open to the public and posted online. This encourages more types of civic engagement from the public.
How to Become a City Clerk
Depending on the size of the municipality, the requirements for becoming a city clerk vary. Typically, a college education is required with a focus on public or business administration. For larger cities, a master’s degree with additional experience may be required. Knowledge of subjects such as urban planning, finance, community development, laws, and government policies are also beneficial to obtain if you’re looking to become a city clerk.
Occasionally, a financial background is also beneficial. City clerks may help plan city budgets, work with auditors, and assist with accounts payable. Event coordination is another important skill to have as a city clerk, as they manage city council meetings from beginning to end. Doing so without any hiccups is only possible when using the appropriate software. Government meeting software such as eScribe meets the unique needs of public sector employees such as city clerks who must remain orderly, accessible, professional, and transparent.
eScribe Powers Effective City Councils
Whether part of the city council or a standing committee, government officials already spend much of their days in meetings. Between the time it takes to align everyone’s schedules, prepare hand-outs, take roll call, mediate, and record keep, hours of extra work gets piled on city clerks and other administrators. Not to mention, that extra work is costly.
Meeting management solutions such as eScribe streamline the entire process to supercharge productivity. Forward-thinking public leaders understand technology is here to stay. eScribe offers features such as Implementation Teams, which do the heavy lifting and train staff on how to navigate the software.
And since eScribe is fully digital, there’s no need to print excessively or chase people down for input. Instead, you have the ability to swiftly collaborate and create new materials. Learn more about eScribe’s pricing here.
See the power of eScribe in action, too, with the story of how Greensboro, North Carolina saved time and budget while improving its quality of service.
Frequently Asked Questions
What are the Qualities of an Effective City Clerk?
City clerks will possess an array of qualities that make them valuable to both government officials and the public. This includes communication skills, adaptability, knowledge of local and state laws, technical skills, and time management skills. Working for the government means employees must have the ability to work with dignity, integrity, and have strong moral ethics.
What are the Duties of a City Clerk?
- Schedule city meetings and coordinate them from beginning to end. This includes the drafting of agendas, mediating, and distributing meetings notes.
- Transcribe and publish meeting notes once meetings are over, and publish the notes and recordings online for public view.
- Record and file sensitive data such as legal and financial documents.
- Research and understand local ordinances as well as state and federal laws.
- Assist with city budgets, auditing, and accounts payable.