Desirable Education and Experience
Graduation from a community college or university with a major in business or related field and considerable administrative, office management, and/or record keeping experience; or an equivalent combination of education and experience.
Knowledges, Skills, and Abilities
- Considerable knowledge of general statues, policies, procedures, and processes of City government operations and requirements for Council actions and processes specifically as it relates to Clerk to the Council duties.
- Considerable knowledge of standard modern office management and administrative practices and procedures.
- Considerable knowledge of the principles of grammar, spelling and composition.
- Considerable knowledge of the application of information technology to City government including local government software for meetings and minutes preparation.
- Skill in collaborative conflict resolution, problem-solving, public speaking, internal customer service excellence and public contact.
- Ability to exercise sound judgment in making decisions in conformance with laws, regulations, and policies.
- Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken.
- Ability to plan, organize, and prioritize a variety of work functions, including coordination with departments and other staff.
- Ability to communicate effectively in oral and written forms.
- Ability to establish and maintain effective working relationships with elected and appointed officials, community groups, political and legislative groups, department heads, employees, and the general public.
- Ability to handle confidential information appropriately.
Physical Requirements
- Must be able to physically perform the basic life operational functions of reaching, fingering, grasping, talking, hearing, and repetitive motions.
- Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift objects.
- Must possess the visual acuity to take and transcribe meeting minutes, prepare and analyze data, operate a computer terminal, and do extensive reading.
Performs professional and administrative work in support of the City Council and the City Manager.
Distinguishing Features of the Class
An employee in this class serves as the City Clerk and provides administrative support to the City Council and the City Manager. Work includes performing the statutory duties of City Clerk including responsibility for the safekeeping of all official City documents and the City seal; preparation and compilation of agenda materials; taking minutes and performing follow-up on Council actions; assuring that legal requirements for Council actions are followed and records are kept accordingly; and performing administrative support and other tasks for the City Council and the City Manager as requested. Work requires an understanding of the legal requirements for a municipal clerk and a knowledge of City programs, activities, and operations and skill in handling sensitive information, data, and materials in a confidential and professional manner. Independent judgement and initiative are required. Work is performed under the general supervision of the City Manager and Council members and is reviewed through observation, conferences, deadlines, and compliance with legal and statutory requirements.
Duties and Responsibilities
Essential Duties and Tasks
- Coordinates with the City Manager on the preparation of materials, agenda, and written documents for City Council meetings; assembles and distributes Council agenda packets; places any required advertisements or notices for the Council.
- Attends Council meetings; takes meeting minutes; files records and minutes as required by law; maintains minute books and other official documents according to State Archives requirements; maintains minute indexes; maintains ordinance, resolution and other official books; ensures ongoing ordinance codification process.
- Advertises all meetings according to legal requirements; prepares notices of public hearings; administers oaths of office; composes ordinances, resolutions, and other written documents for the Council.
- Maintains the City seal; affixes the City seal on official documents; approves and signs official documents.
- Attends staff and Council retreats, workshops, public sessions, and staff and Council committee meetings; takes, prepares and distributes minutes as needed; assists with coordinating arrangements for meetings including locating appropriate facilities, room set-up, ordering meals and refreshments, etc.; handles travel arrangements as needed.
- Maintains roster of terms of Councils and various citizen advisory boards.
- Assists in a variety of special projects, assignments, and communications; handles confidential and sensitive information appropriately; compiles various information as needed.
- Locates ordinances, policies, rules, and regulations for a variety of people; provides copies; answers questions or refers to the proper City official or staff member.
- Schedules and arranges meetings, education/courses, and some correspondence for members of the Council.
- Prepares, compiles and submits a wide variety of hard-copy and electronic records and reports; prepares and maintains a wide variety of official documents, contracts, annexation documents, files, policies, correspondence, and other materials.
- May assist the City Manager with the coordination and implementation of City-sponsored events and other special projects as requested.
- Manages public information requests.