Assistant City Clerk

DATE: 12-18-09

JOB TITLE: Assistant City Clerk - Administrative Assistant
DEPARTMENT: Administration
DIVISION: Administration IMMEDIATE SUPERVISOR: City Administrator

DIRECTION OF OTHERS: None

EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: Minimum requirements:

  • AA degree with a minimum of four years of progressively responsible administrative OR a minimum of 8 years of progressively responsible administrative experience.
  • Advanced experience with MS Office suite, including Word, Excel, PowerPoint and Access.
  • Excellent customer service experience with demonstrated ability to professionally resolve customer complaints.

Preferred Requirements:

  • Previous government experience.
  • Previous municipal elections experience.
  • Progress towards or completion of Minnesota Certificated Municipal Clerk accreditation (MCMC).
  • Previous experience taking minutes.

NATURE OF WORK: Performs a wide variety of general secretarial duties; daily contact with the public; provides a wide range of administrative support to the City Administrator and Mayor; coordinates the City election and works with the County on State and Federal elections; keeps an accurate record of Council and Charter Commission minutes, resolutions, and ordinances, maintains online calendar with scheduled meetings.

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WORK PERFORMED/AREAS OF RESPONSIBILITIES:

I. Contributes to the effective communication of data and information by preparing documents, bulletins, letters, notices, election forms, etc. related to the operation of City government.
A. Attends Council meetings and takes accurate minutes of the proceedings.
B. Processes all paper work after council meetings.
C. Enters minutes in Council Record Book for permanent record.
D. Coordinates and prepares bi-monthly Council agendas.
E. Types letters, meeting notices, reports, memos, and tabulations.
F. Prepares resolutions and ordinances for Council, and originals for Mayor and Clerk's signatures and for legal publication in the newspaper.
G. Serves as primary staff assistant to the City Administrator.

II. Manages City elections:
A. Reserves polling places and posts notices of election at the various locations.
B. Contacts 90 (plus or minus) election judges and coordinates their work assignments; coordinates with County Auditor on setting training sessions; and prepares instructions for judges, using State Election Laws.
C. Prepares resolutions, notices, and letters necessary to the election process.
D. Prepares vote tabulation lists.
E. Orders and gathers specified materials - ballots, forms, envelopes.
F. Assembles supply cases and ballot boxes for judges.
G. Delivers absentee ballots at counter in Clerk's office and mails the ballots to those requesting them prior to the election.
H. Instructs healthcare facility judges on their duties in taking absentee ballots to nursing homes, etc. and prepares ballots for delivery.
I. Assists County Auditor in testing of electronic election equipment.
J. Assists County Auditor with State and Federal elections.
K. Assists at Counting Center on Election nights.

III. Responds to inquiries made of the City by handling incoming phone calls to City Administration and a wide-range of questions received on the City's Internet information line.
A. Interviews, screens, and refers callers.
B. Answers inquiries or directs them to the proper department.
C. Provides information on departmental services and functions.

IV. Performs all other job-related duties as assigned, including:
A. Keeps a correct record of all Council minutes, ordinances, resolutions, and affidavits of publication in suitable books to be kept for that purpose.
B. Prepares ordinances and resolutions for publication and orders the proper number of Affidavits of Publication.
C. Codifies Ordinance Code amendments, additions, and deletions as adopted by the City Council.
D. Circulates ordinances and updates to subscribers.
E. Places amendments, additions, and deletions to ordinances on the Internet through the city's Technology Coordinator.
F. Upload new jobs and download online apps; updates online calendar of all city meetings.
G. Assists the Finance Department with accounts receivable; operates the counter in the absence of Finance personnel; cross-trained in duties with the Accounting Clerk; conducts assessment searches in the absence of Finance personnel.
H. Files minutes from all other departments of the City, along with copies of all other letters, reports, etc. pertinent to the operation of the City.
I. Maintains OPU City Spot Schedule and issues reminders to departments.
J. Prepares annual LMC Salary Survey.
K. Keeps track of board and commission members, orders plaques and prepares oaths.
L. Keeps track of lease renewals.
M. Registers mayor, council, and city administrator for LMC and CGMC conferences as requested.
N. Updates personnel manual.
O. Verifies monthly OPP invoice statement with published legals.
P. Processes all business licenses including parade permits, taxi, tree trimmers, refuse haulers, transient merchant, charitable gambling, tobacco and liquor license applications; sends renewal notices; maintains file of violations.

EXTENT AND TYPE OF INTERACTION WITH PUBLIC:
I. Represents City government through direct contact with the public.
A. Answers citizen questions through daily telephone and Internet contacts.
B. Places Council minutes, agendas, and Ordinance Code amendments on the City's Web Site.
C. Responds to citizen inquiries regarding City government in person, by telephone, and electronically.
D. Researches and provides citizens with copies of ordinance sections as requested.
E. Receives and channels input from citizens.

REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS:
I. Must posses a valid Minnesota driver's license.
II. Attendance at various training classes.

EQUIPMENT AND TOOL OPERATION:
I. Employee must be capable of operating a variety of office equipment relative to this position which shall include but may not be limited to: Communication equipment, computers, typewriters, copiers, fax machines, and calculators.

WORKING HOURS AND CONDITIONS:
I. Hours may vary, but generally 8:00 a.m. to 5:00 p.m., Monday through Friday, with some evening meetings. II. This position works primarily in an office environment, with little exposure to outdoor temperature variations or environmental factors. In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty (20) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.