Clerk of the Council
Currently the City Clerk of the City of Charlottesville is the custodian of the official records of the City. The current City Clerk is Paige Rice. The Clerk of Council office staff position is being expanding under the title of Chief of Staff / Clerk of Council.
Hiring process: The City Clerk is not an elected position. Rather, the holder of this office serves at the pleasure of the council, which retains the legal right to dismiss and replace the City Clerk.
The current City Clerk has a wide range of responsibilities, including, but not limited to:
- Attend all Council meetings and record minutes
- Certify Council actions
- Maintain records of resolutions
- Appropriations and ordinances
- Circulate and maintain statements of economic interest forms
- Send Freedom of Information Act to new board members
- Liaison with foreign governments to allow travel into and from restricted countries
- Review council action
- Help coordinate Council agenda, and coordinate presentations
- Participate in making staff recommendations to Council
- Meet with media and provide information on Council agenda and general City information
- Draft letters, proclamations and memos for Mayor and Council
- Maintain files of all meeting information and correspondence
- Advertise, recruit, and provide information to citizens for board vacancies
- Coordinate forums
- Coordinate Council calendar
- Schedule individual Councilors as requested for meetings, dinners, etc.
- Serve on Sister City Commission, assist with the events and visits for the four (4) Charlottesville Sister Cities.
- Supervise University of Virginia (UVA) Interns
- Attend all Lead Team meetings, retreats and training sessions
- Respond to inquiries re: City government; maintain Council, Clerk, Board, minutes and agenda webpages.
- Conduct research for citizens and staff on Council action (including historical data)
- Receive complaints directly from citizens
- Explain and defend council action.
- Coordinate meals for meetings
- Develop budget
- Process bills
- Coordinate special events
As of September 16, 2018, the City of Charlottesville has advertised for qualified candidates to be considered for the position of Chief of Staff/Clerk of Council for the Charlottesville City Council as follows:
The Chief of Staff/Clerk of Council represents Council to the public during regular business hours, notifying citizens of Council meetings, and maintaining public records of the meetings. The primary purpose of this position is to perform high-level executive and administrative duties representing the City of Charlottesville's Office of City Council. These duties include but are not limited to supervising Council staff, directing activities, coordinating policy formulation and implementation for Council, providing administrative oversight to Council-appointed agencies, developing strategies, preparing reports, and participating in planning and coordinating administrative support functions. This position is responsible for planning, organizing and implementing programs within major organizational policies and reports progress of major activities to City Council. This position reports to City Council and is supervised by the Mayor or Vice-Mayor.
The starting salary will be between $70,532.80 and $137,538.96 annually, dependent on education and experience. The pay and benefits for the position are commensurate with those provided for City department directors.
Essential Responsibilities and Duties:
- Serves as lead aide on implementing Council projects and initiatives;
- Serves as lead aide on communicating staff recommendations to Council;
- Assesses and delegates workload to City Council's office staff;
- Oversees Council agenda development and distribution;
- Sends notices for all Council related meetings to public and media (via e-mail, social media, fax, etc.);
- Attends City Council meetings;
- Writes and distributes minutes for all City Council meetings;
- Coordinates post-Council meeting action summaries for distribution to Councilors, staff, and the public;
- Holds regular meetings with Councilors individually to assess and assist on priorities;
- Works closely with City management to ensure Council priorities are being met;
- Creates progress reports on Council initiatives;
- Certifies all Council actions and other legal documents (deeds, bond documents, etc.);
- Places legal ads for Council action;
- Directs Council communiqué (letters, memos, etc.);
- Organizes Council attendance at community events (festivals, parades, annual dinners, etc.);
- Liaisons with community groups and community organizers with support of Council Outreach Coordinator;
- Develops final department budget for Council approval;
- Assists Council with the entire hiring process for the following positions: City Manager, City Attorney, Director of Finance, and any other positions supervised by Council and/or Clerk of Council.
ADDITIONAL DUTIES An essential function for this position is to ensure the following duties are performed by the Clerk of Council or delegated to Council staff:
- Use of social media to provide frequent real time updates to the public;
- Review council actions, help coordinate Council agenda, coordinate presentations;
- Notification to all affected parties of Council action (internal and external);
- Maintain books of resolutions, appropriations and ordinances;
- Enter appropriations, resolutions and minutes in formal minute books;
- Participation in making staff recommendations to Council;
- Draft letters, proclamations and memos for Mayor and Council;
- Maintain files of all meeting information and correspondence;
- Advertise, recruit, and provide information to citizens for board vacancies;
- Schedule interviews, follow up with applicants for more information; help coordinate forums;
- Provide clear and succinct information with each public contact requested;
- Provide weekly coordination of Council calendar;
- Schedule individual Councilors as requested for meetings, dinners, etc.;
- Maintain Council/Clerk/Board/minutes/agenda web pages;
- Conduct research for citizens and staff on Council action (including historical data);
- Receive complaints directly from citizens;
- Explain and defend council actions (mail, e-mail, phone, in person);
- Follow through with appropriate departments/staff and assure follow up.