Associate’s degree is preferred. Vocational/Technical degree with training emphasis in Secretarial or closely related field required; supplemented by three (3) years previous experience and/or training that includes secretarial, clerical, and public speaking required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. A Kentucky Municipal Clerk (CKMC) certification is required to be obtained and maintained within four years of employment. Must obtain and maintain a Kentucky Notary Public within three months of employment.
The purpose of this classification is to provide clerical and secretarial support to the Mayor, the City of Henderson, and the Board of Commissioners. Duties include, but are not limited to, recording official actions of the Board of Commissioners, and maintaining city records.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
• Responds to inquiries from city officials, city department heads, employees, outside agencies, and the general public; provides information pertaining to city, county, state, and federal governments.
• Maintains files in original format and/or electronically, for city, including all official records, documents, budgets, and audits; keeps official seal of the city.
• Attends City Commission meetings and records minutes, resolutions, ordinances, and motions of the Board of Commissioners; ordinances, and related actions; distributes copies of ordinances and resolutions to affected department heads and agencies.
• Maintains bond register of elected and appointed officials.
• Serves as Secretary to the Civil Service Pension Fund Board of Trustees; prepares agendas and attends all meetings; writes and maintains records of minutes.
• Records and files all industrial and general obligation bond issues for the city.
• Records deaths and burials for municipal cemeteries, issues deeds, and maintains cemetery records; collects fees or payments pertaining to deeds, grave openings and closings, tent and chapel charges, and mausoleum crypts and niches; prepares receipts and remits monies to the Finance Department; posts burials and deed transfers to index cards and cemetery books; posts index cards and index books for mausoleum interments; and researches records for the public.
• Collects fees and issues solicitation permits and bucket shakes, maintains related files; and distributes to Public Works and the Police Department.
• Receives and distributes requests for handicapped parking signs; arranges committee meetings and notifies citizens of committee decisions.
• Contracts to have ordinances codified, Code of Ordinances updated in printed format as well as electronically and placed on City’s website.
• Receives citizen complaints against police officers and communicates complaints to the Mayor and the City Commission.
• Maintains membership of various commissions and boards; composes and updates “City Boards Book”, maintains historical list of city officials.
• Maintains files and distributes copies of the Code of Ethics.
• Responds to written requests for public records.
• Prepares department budget; prepares claim vouchers and purchase requisitions.
• Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
• Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.
ADDITIONAL FUNCTIONS
Types correspondence for city auditors as requested.
Maintains schedule of fees charged by the city.
Provides notary service to the general public.
Maintains inventory and offers code books and zoning books for sale; maintains list of recipients and distributes city directories.
Performs other related duties as required, necessary, or assigned.