NEW City Clerk

Education: Associate degree or specialized courses/training equivalent to satisfactory completion of two years of college in business, public administration, municipal government, or closely related field. Experience: Four years’ experience in public administration, business, or closely related experience.

The purpose of the City Clerk classification within the City Manager Department is to act as custodian of official records, managing tasks such as maintaining records, providing administrative support to senior officials, coordinating meetings, and overseeing building management and events. Additionally, they handle various responsibilities including web page maintenance, special permits, budget preparation, procurement processes, and IT liaison duties, demonstrating a comprehensive role within the city administration.

Examples of Duties

The functions listed below are those that represent most of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Record Management

• Custodian of official city records.
• Compiles and maintains records such as meeting minutes, ordinances, contracts, and legal documents.
• Certifies and attests to the accuracy and completeness of all City records.
• Provides public access to city records per open records laws.
• Administrative Support:
• Provides secretarial/administrative support to senior city officials.
• Screens calls, manages mail, and initiates appropriate actions.
• Records dictation, composes, edits, and proofreads correspondence and presentations.
• Keeps management informed of significant matters and messages.

Meeting Coordination

Coordinates arrangements for various meetings, including City Council meetings.
Prepares agendas for City Council meetings under the direction of the City Manager.
Ensures compliance with laws and regulations governing public meetings.

Calendar and Schedule Management

• Maintains calendar/schedule of activities for the City Manager.
• Schedules appointments, meetings, interviews, conferences, and other activities.
• Coordinates travel arrangements for city officials.

Building and Event Management

• Serves as liaison for building management and oversees building functions.
• Coordinates special events in the Rees Park Economic Development Center.
• Prepares budgets for building operations.
• Web Page Maintenance and Special Permits.
• Serves as backup contact for the City’s web page.
• Manages Special Activity Permitting and recommends for approval.

Budget and Procurement

• Prepares and maintains records pertaining to department budget, expenditures, and payroll.
• Handles procurement processes, including bid specifications and vendor management.

IT Liaison and Miscellaneous Responsibilities

• Serves as IT Liaison, approving purchases of computer-related equipment.
• Maintains building security, keys, and city cell phones.
• Assumes the duties of the City Manager in their absence.
• Conducts special projects, prepares proclamations, and processes yearly contract bids.