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Assistant City Clerk
4 months ago
The Assistant City Clerk performs a variety of administrative duties to assist the City Clerk in processes associated with the consideration and passage of municipal legislation.
In addition, the assistant clerk will provide substantial support in the area of document execution and retention.The incumbent will be sufficiently familiar with all responsibilities of the Office of the Clerk to assume the role of the City Clerk during short term absences.
Success in this position requires the possession of strong organizational skills.Essential Duties and Responsibilities
Provides administrative support to City Clerk in preparation of agendas and packets of supporting documentation for all regular, special, and closed session meetings of the Mayor and Board of Aldermen.
In the absence of the Clerk, attends meetings of the Mayor and Board of Aldermen and prepares minutes.Assists with execution, distribution and archiving of City documents.
Facilitates approval and execution of all official City documents.
Coordinates City board and commission appointments.
Maintains public meeting schedule.
Attends and records minutes of Mayor and Board of Aldermen Workshops.
Provides administrative support to ensure that ordinances, resolutions, and all other City documents are accurately executed, distributed, and archived.
Assists with cataloging and maintenance of all municipal records, in both electronic and paper format.
Assists with research and response to requests for information from elected officials, City staff, the public, other municipalities, state officials, and state and federal legislative offices.
Provides administrative assistance in support of election preparation and process.Performs other duties as assigned.
Required Qualifications
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED EDUCATION AND/OR EXPERIENCE:
High school diploma or equivalent.
Three (3) years of responsible executive or administrative support experience.
Experience transcribing accurate meeting notes.
Experience working independently and under strict deadlines.
REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):
Thorough knowledge of office practices, procedures and equipment.
Intermediate computer skills, including proficiency in Microsoft Office Suite (particularly Word, Excel, and Outlook).
Attention to detail and accuracy.
A thorough knowledge of business English, spelling, and record keeping procedures.
Ability to communicate courteously, effectively and diplomatically in both oral and written form.
Ability to prioritize work and meet deadlines.
Ability to maintain confidentiality.
Ability to establish and maintain effective working relationships with elected officials, City staff and the general public.
Ability to occasionally work outside regular hours to attend meetings.
OTHER DESIRABLES:
Experience in governmental operations—preferably municipal government.
Notary Public Commission.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to remain in stationary position for long periods of time; use hands and fingers to complete daily work assignments, reach with hands/arms to file and move stock items.
The employee must be able to communicate using the English language.The employee is occasionally required to stand for long periods of time; walk about while performing work; climb ladders and stairs and traverse varied terrain.
The employee is regularly required to stoop, kneel, crouch, crawl, push, and pull to reach various items. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 50 pounds.Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT/CONDITION:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee typically performs work indoors in an office setting. Equal Opportunity Employer