This position is responsible for supporting day-to-day operations of the department by performing a wide variety of routine clerical and administrative duties.

Major Duties

·       Answers telephones; forwards messages to appropriate personnel; receives and responds to inquiries from the general public; 

·     Operates a PC to view, enter, edit, format, revise, print, assemble and distribute written materials such as forms, correspondence, manuals, contracts, agreements, articles, invoices, charts, matrices, reports, schedules, and other of similar complexity.

·     Processes transactions involving multiple steps such as document review, computation or verification of data, fees or payments, completion of forms, documents or records; researches to resolve questions and problems encountered within scope of authority;

·       Transcribes council meeting minutes and other meeting recordings.

·       Enter requisitions payments to vendors

·       Process claims filed by citizens and employees and submit them to the City Attorney’s office.

·       Schedules meetings for departments for Council Chambers.

·       Assist with the preparation of agenda packets in the absence of the Administrative Clerk.

·      Types, assembles and distributes written materials such as forms, correspondence, invoices, reports and schedules in accordance with established procedures;

·       Attends staff meetings in the absence of the City Clerk and Assistant City Clerk.

·       Performs other related duties as required.

·       Acts as a backup for the Administrative Clerk in handling open records request when the Deputy City Clerk is absent.

·       Serves as the secretary to the Ethics Board and the Building Authority Commission requiring evening work hours.

·       Serve as Notary Public for the City Clerk’s office.

Minimum Qualifications

High School diploma or equivalent; Associate’s degree in related field preferred; two (2) to four (4) years experience in general office environment, preferably in the City Clerk’s office; equivalent combination of education and experience.

Knowledge Required by the Position

·       Knowledge of computers and electronic data processing;

·       Knowledge of modern records management techniques; 

·       Knowledge of basic accounting principles;

·       Knowledge of departmental policies and procedures;

·       Skill in operating modern office equipment;

·       Skill in basic mathematic;

·       Ability to accurately record and maintain records;

·       Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public;

·       Ability to communicate effectively verbally and in writing;

·       Ability to use tact and courteousness in dealing with the public; 

·       Ability to handle multiple interruptions and adjustments to priorities throughout day.

Supervisory Controls: Work is performed under the supervision of the City Clerk; and in the absence of the City Clerk, work is performed under the supervision of the Assistant City Clerk.

Guidelines:  Guidelines include the City and departmental policies and procedures. 

Complexity:  The work consists of a variety of administrative and clerical duties.

Scope and Effect: The purpose of this position is to coordinate a wide variety of administrative and clerical duties. 

Personal Contacts: Contacts are typically with co-workers, the general public, insurance adjusters, department heads, the Mayor, and Council Members.

Purpose of Contacts: Contacts are typically to give and exchange information.

Physical Demands: The work is typically performed with the employee sitting at a desk.  The employee uses tools or equipment requiring dexterity.

Work Environment:  The work is typically performed in an office.

Supervisory and Management Responsibility:  None.