Administrative Assistant To The City Clerk

IN ORDER  TO BE  CONSIDERED  FOR  THE  POSITION;  APPLICANTS  MUST ATTACH  A

COVER LETTER, NO LONGER THAN ONE (1) PAGE IN LENGTH, THAT HIGHLIGHTS YOUR ABILITIES IN THE

FOLLOWING AREAS:

•  PROFICIENCY IN MICROSOFT OFFICE
•  EXCELLENT TIME MANAGEMENT SKILLS
•  EXCELLENT ATTENTION TO DETAIL

APPLICANTS THAT DO NOT INCLUDE A COVER LETTER WILL NOT BE CONSIDERED FOR THE POSITION.

GENERAL PURPOSE:  Under close supervision, performs a variety of administrative activities to support the functions of the City Clerk Department; duties may vary according to work assignment.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Prepares various Council related documents for City Clerk approval; identifies documents requiring signatures after Council approval and collects those signatures

• Prepares and posts documents pursuant to legal guidelines

• Sends and tracks legal publications as directed by the City Clerk

• Prepares Council Action Reports and Proclamations for City Clerk approval

• Maintains calendars, schedules meetings and appointments; prioritizes and resolves meeting schedules; coordinates meeting resources and travel

• Performs general financial functions including requisitions, purchase orders, invoices, check requests, credit card reconciliation, and receipt of payments

• Participates in various internal committees

• Conducts and coordinates assigned projects; identifies and resolves routine issues

• Processes, receives, sorts, edits, and distributes correspondence including memoranda, deliveries, technical documents and other communications

• Assists, as directed, with department files and records; redacts records according to established guidelines; compiles statistical data; prepares a variety of technical and statistical reports; updates manual and computer records and tracking systems; compiles management reports

• Addresses routine customer service inquiries within scope of authority; screens and routes incoming calls to appropriate individuals

• Assists City Clerk with projects, research, presentations, various election duties, and meeting preparation

• Interacts with City staff to provide accurate council meeting information in order to meet various deadlines

• Coordinates with Records Administrator for purposes of archiving records, coordinating with other departments, and routine post-meeting requirements

• Acts as backup for processing requests for public records and collecting information for release

• Acts as backup to passport acceptance staff

• Prepare, post, and document the liquor license requests for the approval process

• Work closely with City Clerk staff, Council and Council staff, Management staff, and other department staff; fostering an open, positive, communicative relationship with internal and external customers

• Maintains strict confidentiality and demonstrates ethical behavior

• Performs other duties as assigned or required

Education and Experience:

High School diploma or GED equivalent, and three (3) year's administrative support experience, preferably in a Municipal Clerk Office; OR an equivalent combination of education and experience. Must become a Notary Public within six months of hire date. Must become a passport agent within one month of hire date.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Basic City policies and procedures

• Procedures and policies of the City Clerk Department. (Basic personnel rules, accounting and budgeting systems

• Principles of record keeping and records management

• Basic Open Meeting Law

Skill in:

• Locating basic Federal, State, and County legal standards under the guidance of the City Clerk

• Assessing and prioritizing multiple tasks, projects and demands

• Operating a personal computer utilizing a variety of business software

• Preparing accurate reports, documents and correspondence

• Effective oral and written communication

Ability to:

• Transcribe documents in a timely manner

• Read and comprehend complex laws, regulations and legal documents

• Establish and maintain positive working relationships with the City Council, City Manager, City staff, co-workers and the general public

Physical Demands / Work Environment:   Standard office environment.

Reports To:  Deputy City Clerk or designee

Supervision Exercised: None

FLSA Status:  Non-exempt

Work Schedule: Monday - Friday, 8:00 am to 5:00 pm

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or  disability.