This position performs a variety of administrative and customer service duties in support of the activities of the City Clerk’s Office.
Essential Job Duties
- Provides assistance to the City Clerk, staff, and elected officials; prepares agendas and attends Council meetings to record meetings as required; processes Freedom of Information Act requests.
- Performs follow-up activities resulting from Council meetings.
- Composes and types various forms of written correspondence and reports.
- Researches and retrieves information requests from internal and external customers.
- Performs supervisory and management responsibilities in City Clerk's absence.
- Interface with other City, County, and State departments and maintain a good working relationship.
- Coordinate the compilation of backup documentation for ordinances and resolutions and the maintenance of completed files of legal and official documents and records; prepare ordinances and work directly with City Clerk and ensure the website is updated.
- Assist other departments in record research and duties such as mailings, filing, and occasional coverage of meetings, as assigned by the City Clerk.
- Assist City Clerk with all open records requests and respond within statutory deadlines.
- Collects a variety of fees for taxes, licenses, permits, etc. and prepares deposits.
- Opens, sorts, date stamps, and directs mail to proper departments; receives all deliveries.
- Processes alcohol license, solicitor permit, tax and pawn shop permit and other applications.
- Sells cemetery lots to customers; completes related paperwork; coordinates with funeral homes for burials and fees; completes deed; maintain cemetery records.
- Provides support for assigned boards and committees.
- Sets up rooms for meetings.
- Maintains office supply inventory and makes purchases as needed.
- Answers telephone and greets visitors; provides information and assistance.
- Stocks breakroom.
- Performs other related duties assigned.
Knowledge required by the position
- Knowledge of state open records and open meetings laws.
- Knowledge of customer service principles and practices.
- Knowledge of modern office principles and practices.
- Knowledge of computers and job-related software programs.
- Skill in problem solving.
- Skill in prioritizing and planning.
- Skill in interpersonal relations.
- Skill in oral and written communication.
The City Clerk assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines include city ordinances, open meetings and open records laws, and city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
Complexity/scope of work
- The work consists of related administrative and customer service duties. Frequent interruptions contribute to the complexity of the work.
- The purpose of this position is to provide administrative and customer service support for the work of the City Clerk’s Office. Successful performance contributes to the efficiency and effective of office operations.
- Contacts are typically with coworkers, other city employees, elected and appointed officials, business owners, and members of the general public.
- Contacts are typically to exchange information, resolve problems, and provide services.
Physical demands/work environment
- The work is typically performed while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
- The work is typically performed in an office.
Supervisory and Management Responsibility
- Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent
- Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for three to four years.
- Possession of or ability to readily obtain and maintain Certified Municipal Clerk (CMC) certification.
The qualifications listed above represent the credentials necessary to perform the essential functions of this position. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.