Purpose of Classification:
This position performs operational and administrative support functions for the Office of the City Clerk. Acts on behalf of the City Clerk and manages the operations of the City Clerk's Office in the absence of the City Clerk. Develops and prepares Council agendas and minutes, post agendas and minutes to the City website and prepares and preserves permanent records of Council actions.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Prioritizes and responds to calls, e-mails and letters for the Clerk's Office; handles confidential documents/reports ensuring they remain secure; assist with preparation of proclamations; conducts research and prepare research reports for the City Clerk; assists with preparation of the Clerk's Office budget; maintain expense records for the Clerk, Mayor and Council Offices; coordinate travel and hotel arrangements for Council members attending conferences and seminars; prepare invoices for payment and financial reports for the Finance Department; coordinate matters required to prepare for Council meetings; monitor office supplies; negotiate cost-effective terms with suppliers.
Knowledge of computer software and other standard office equipment; advanced experience using Excel, Word, PowerPoint, etc.; organize work, set priorities, and meet deadlines; proofread materials for conformance with City policies and procedures; analyze and interpret codes, regulations, contracts, and administrative procedures; assist in the development and implementation of policies, procedures, work standards and internal controls; exercise sound independent judgment within established guidelines; exercise tact and diplomacy in working with sensitive matters; prepare clear, concise, and complete meeting documentation, written correspondence, and official records; establish and maintain effective working relationships with City staff, elected officials, other public and private organizations, and the general public.
Performs a variety of record preparation and management functions: develops and prepares agendas and post agendas for Council meetings; compiles, proofreads, edits, prints, and distributes agenda and post agenda minutes in accordance with procedural guidelines; prepares and/or edits correspondence requiring signature by the Clerk to the Council; drafts and submits minutes of Council for approval; prepares and indexes current and historical accounts of meeting minutes for public inspection on City website; and updates records repository.
Prepares for and attends Council meetings and documents agenda actions: assists with equipment and supply set-up for Council meetings; makes pre-meeting announcements pertaining to public comments and assists citizens with Speaker Cards; operates Minutes Plus during meetings; operates time clock to record debate times; and enters Council meeting agendas into voting machine.
Maintains a current, comprehensive knowledge and awareness of applicable laws, regulations, principles and practices relating to the City Council, government processes, and requirements of the Clerk's office; reads professional literature; maintains professional affiliations; and attends meetings, workshops, hearings, and training sessions as required.
Additional Functions:
Performs other related duties as required.
Some experience in working with local filing officers who had responsibility for local candidates and their filings as designated in the Campaign Finance Act. This includes specialized functions with the objective of assuring compliance with voter registration, election laws; guidelines, rules, regulations, standards, policies and procedures; ensures security and integrity of data provided for Secretary of State; initiates any actions necessary to correct deviations or violations; and assists with creation of post-election audit trails to analyze data from elections. This experience is helpful but not required.
Some experience with meeting/legislative management systems (Novus, CivicPlus, Board Docs, etc.) helpful but not required.
Must be able to attend night meetings and work extended hours, as needed and/or required.
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