Job Title

Job Family

Job Code

Job Exempt

City Clerk Aide

Seiu_White_Collar

AAM18

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S16

Hourly

$22.61

$28.83

$35.05

Job Description

Performs varied, responsible, and complex administrative and clerical work of a specialized nature assisting the City Clerk and Deputy City Clerk. Duties include assisting with City Council Meetings, City Policies and Procedures, and Municipal Elections. Performs other duties of the City Clerk’s Office required by the City Code, Charter and Policy and Procedures. Work is governed by broad instructions, objectives, and policies. Work requires coordination of effort by more than one City operation and planning of various interrelated activities.

Minimum Qualifications:

Associate's Degree in Secretarial Science, Public Administration, Business Administration, or related field plus a minimum of two (2) years progressively responsible office management experience to include knowledge of personal computers/word processing equipment; or an equivalent combination of education, training, and experience. Required to become a Notary Public in time limit set by the department.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Supports City Clerk and Deputy City Clerk in City Code and Charter requirements of their positions.

Prepares, organizes and assembles material needed for meetings, public hearings, etc. and coordinates scheduling arrangements; prepares and distributes agendas, notices and other pertinent information; attends meetings, takes minutes; distributes minutes and maintains official records.

Manages appearances and records of appearances.

Maintains records and ensures documents are processed, distributed and filed on time and in accordance with legal requirements. Administers missing documents lists from official records and compiles data for management reports.

Maintains current City Policy and Procedures Manual beginning with scheduling City Operations Committee meetings through preparation and City-wide distribution of Manual revisions.

Monitors City Charter and Code revisions from passage of ordinances through proofreading to authorization for payments of bills submitted for printing.

Coordinates and prepares all legal advertisements with various departments within the appropriate time requirements (Bids, Annexations, Lien Assessments, Public Hearings, Zonings, Ordinances).

Assists with the maintenance of the Official Calendar, scheduling Official/public meetings, posting meeting notices, and room reservations.

Assists with the processing of City Hall Facility Use Requests and manages reservation process. Serves as event coordinator during events as assigned.

Assists with coordinating meeting and events scheduled in City Hall facilities.

Assists with the planning and organizing of Municipal Elections including, acquiring polling locations, coordinating candidate orientations, preparing and updating election material, tracking election procedures, sending notifications and maintaining election related records and reporting, serving as the Recording Secretary for the Canvassing Board, and assisting the public with the election process.

Operates computer, various office equipment and software programs.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of office administration, practices and procedures

Knowledge of English grammar, spelling and punctuation

Knowledge of Federal, State and local election laws

Knowledge of requirements for and preparation of legal advertising

Knowledge of City Code, Policy & Procedures, municipal operations and parliamentary procedures

Knowledge of computer software packages

Ability to work independently, organize and prioritize work, and meet multiple deadlines

Ability to set-up and coordinate meetings, training sessions, conferences

Ability to prioritize, coordinate, and schedule multiple assignments

Ability to deal effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy

Ability to proofread, layout and compose documents, identify errors

Ability to communicate effectively in English in both written and oral forms

Ability to operate with proficiency with personal computers and other standard office equipment.

Ability to maintain a level of professionalism and cooperation using clear and enthusiastic words, tones and body language at all times

Ability to establish and maintain an effective working relationship with employees, managers board members, and the public

Ability to provide good customer service and to handle the public in a tactful manner and exercise good judgment when making decisions

Ability to be dependable, responsible, and punctual for all assigned activities