Clerk of Council

The Clerk of Council serves as the principal administrative and recording officer for the Town Council and its subcommittees. This position is responsible for the preparation, distribution, and record-keeping of the Council and public meeting agendas and minutes (including all roll call votes, ordinances, and resolutions adopted at such meetings), and coordination of electronic and in-person meetings. The Clerk of the Council is appointed by the Town Council per Town Ordinance, Section 303. These official records shall be maintained and preserved in the Town Clerk's Office.

In addition, the Clerk of the Council serves as a vital link between the Legislative and Administrative divisions of the Town of Bloomfield. This position works in close partnership with Town leadership to support Council initiatives and special projects, while promoting open, transparent communication with elected officials, Town Administration, and the public. The Clerk ensures compliance with all legal requirements and plays a critical role in supporting the efficient and effective operations of the Council, advancing government transparency, accountability, and public engagement.

Supervision:
Supervision Scope: Performs routine secretarial responsibilities, agenda management and meeting minutes, requiring a good working knowledge of meeting procedures and FOIA requirements.
Supervision Received: Works under the direction of the Mayor and Town Councilors following established rules, regulations, policies, and procedures.
Supervision Given:None

Job Environment:
Administrative work is performed in moderately noisy meeting rooms or in a quiet home office to prepare minutes and other secretarial duties.
Requires the operation of telephones, computers, and may use on occasion - copiers and other standard office equipment.
Make constant and periodic contact with the Mayor and Town Councilors as well as with the general public and other Town officials; communication is frequently in person, by telephone, by virtual meeting platforms (e.g., Zoom) or email.
Errors in judgment or omissions could result in rework or legal ramifications.

Essential Job Functions:
(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Meeting & Legislative Support

• Prepares, distributes, and posts agendas and meeting packets for Town Council and subcommittees in accordance with FOIA and legal posting requirements.

• Gather and distribute appropriate documents for meetings by coordinating with various staff members; notify parties of agenda items.

• Attend all Council meetings, including subcommittees, special sessions, and budget meetings, and transcribe accurate and comprehensive minutes. Document all actions and discussions, list the names of Council members, commission members, and Town officials present, and record the names and addresses of residents who speak during public comment or hearings. Accurately capture all public questions and comments, motions made (including the mover and seconder), any amendments to motions, and the results of all votes taken.
• Coordinates and facilitates scheduling and logistics for all Council meetings and events.

• Serves as a liaison to Subcommittee Chairs and Department Heads.
• Coordinates meeting availability and requests with the Office of the Town Manager.
• Provides administrative support for Council initiatives, projects, and special assignments.
• Performs administrative duties with a high degree of independence and often a highly sensitive and confidential nature.
• Processes Council-related invoices and manages billing for Council operations.
• Manage hospitality for in-person meetings and events, including catering and room setup, if needed.

• Prepares appointment letters and tracks board and commission assignments and term expirations.
• Maintains accurate rosters and documentation for appointed officials and community volunteers.

• Coordinates and hosts Zoom and hybrid meetings, including:
  • Pre-production setup and troubleshooting
  • Streaming configuration and video conferencing
  • Onsite AV setup and remote participation support
• Maintains and updates the following Council-related webpages:
  • Town Council landing page
  • Four (4) Council Subcommittee pages
• Ensures public access to livestreams, recordings, and agenda materials.

• Collaborates with the Town Clerk's Office to maintain official Council records.
• Ensure legal notices and public meeting postings are distributed to the media and public platforms. Notifies the media of regular and special Council and Committee sessions and to include newspaper notice of all ordinances and resolutions passed.
• Tracks ordinances, resolutions, and amendments and ensures proper documentation and notification of changes.
• Records status of pending items list which would include when items are ready for scheduling by Committee Chairs, why items have been delayed, and if an item has been handled and is ready for removal and notifies appropriate Chair.

• Drafts and manages:
  • Council appointment letters
  • Email correspondence with residents and external stakeholders
  • Memorandums summarizing Council-approved motions
  • Subcommittee status reports and monthly meeting highlights

• Maintains archives of meeting minutes and legislative actions.
• Assists with agenda development by tracking active and pending Council action items.
• Conducts research and gathers information for Council and staff use related to governance and policy issues.

• After the meetings, type and post the minutes in accordance with FOIA.
• Schedule meetings for the Mayor and all Town Councilors as necessary
• Research projects as assigned.
• Coordinate meals for budget and other special meetings
• Keep informed on issues being addressed or ask for clarification so as to better understand the proceedings resulting in accurate minutes.

• Performs similar or related work as required, directed or as situation dictates.

An Associate's degree and 5 years' related work experience or a Bachelor's degree with 3 years of related work experience and general knowledge, preferably in municipal government; or any equivalent combination of education, training and experience. The ideal candidate will have excellent time management and organizational skills.

All appointments and promotions shall be made according to merit and fitness for performing the functions of the position, including factors such as education, experience, aptitude, knowledge, character, ethics, or other qualifications that would determine the best candidate for the position. Examinations may include written, oral, physical, or performance tests or any combination of the various types of examinations.

Town of Bloomfield conducts pre-employment drug testing.
To apply visit www.governmentjobs.com/careers/bloomfieldct or applications are available in the Human Resources Department located in Town Hall at 800 Bloomfield Avenue.Applications must include a resume and cover letter. The deadline to apply is Friday, June 20, 2025.