Assistant To The Clerk Of Council

Description

Under the direction of the Clerk of Council, this part-time role plans, organizes and completes a wide variety of administrative duties as well as assists the Clerk in the overall responsibilities of the City Council and Clerk of Council Office.

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties to provide direct or indirect service to the citizens may be assigned.

• Develops and maintains a working knowledge of the City Charter and City Council Rules of Procedure;

• Manages retention and/or destruction schedules for City Council and Clerk of Council records;

• Assists in general and specific technical computer and device support to City Councilmembers on City-issued devices;

• Responds to citizen's questions, answers the telephone and provides general clerical assistance;

• Purchases supplies for the City Council and Clerk of Council Office;

• Independently researches inquiries and complaints and prepares responses to citizens and assists in preparing responses to Councilmembers and department personnel;

• Analyzes and verifies content of Council meeting reports and agendas; processes or oversees the electronic or paper form distribution;

• Works directly with the Clerk of Council to prepare, design, administer and publish the City Code, City legislation, Council agendas and meeting minutes, City polices and databases to the internet and intranet as appropriate;

• Ensures invoices are paid, and expense reports and payroll are coded in a timely and accurate manner while adhering to departmental procedures;

• Sets up and maintains complex database systems to help track Boards and Commissions governing documents and volunteer applications;

• Ensures City contracts and other legal documents approved by Council are complete, correct, include all exhibits, and are properly executed and recorded on behalf of the Clerk of Council when necessary.

ADDITIONAL DUTIES AND RESPONSIBILITIES include the following:

Other duties to provide direct or indirect service to the citizens, Clerk of Council, or City Councilmembers may be assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

Minimum Education and Experience Required

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.

EDUCATION AND EXPERIENCE

Associate's degree in Information Technology, Technical Services, Office Administration, Business or related field, and considerable (3-5 years) related experience in administrative and technical support work. Requires knowledge and operating skill in current technical equipment such as personal computers, iPads, iPhones, Android devices and Internet operations. An acceptable combination of education and experience may substitute for the more specific criteria listed above.

Additional Requirements

Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.