What are the responsibilities and job description for the Assistant City Clerk position at City of Enid?
JOB
POSITION REPORTS TO: City Clerk POSITIONS SUPERVISED: Account Clerk BLS COMPARABLE: 43-4031.02 LEADERSHIP: Supervise in both work assignments and performance. CONDITIONS OF EMPLOYMENTSubject to post offer, pre-employment drug screen. Subject to a pre-employment criminal background check. Keyboarding speed of 40 wpm.Proficient in Excel & Word.English proficiency.POSITION PURPOSE: To assist the City Clerk in the operation of the Records and Receipts Department and to ensure all services performed by the department are accomplished in a timely and accurate manner. ESSENTIAL FUNCTIONS AND BASIC DUTIES In city clerk’s absence, record and edit the minutes of City Commission, Enid Municipal Authority, Enid Economic Development, and Vance Development Authority meetings; attest to the signature of all officials at the meetings, and distribute the minutes to appropriate officials and staff members. Maintain all agendas and minutes of all boards and commissions in the City.Maintain, file, safekeep, and computerize all municipal documents. Publish legal notices as required by State Statute and City’s Charter.Issue public notification of all official activities and meetings through the posting of meeting agendas in accordance with state statutes. Maintain and update documents such as municipal codes, city charters, tort claim files, and related records. Record, archive, and distribute ordinances, resolutions, and proclamations.Respond to requests for information from the public, other municipalities, state officials, and state and federal legislative offices in accordance with the Open Records Act.Assist in the maintainance of fiscal records, accounts, and reports, including the Sinking Fund Report, CLEET reports, utilities reports, tax reports, Enid Convention & Visitors Bureau reports, and other daily, monthly, and yearly reports.Assist in completion of budgeting duties, including assisting in annual budget and audit preparation, expenditure review, revenue receipt, and budget administration.Assist in the supervision of the Records and Reciepts Department and evaluation of employees' job performance and conformance to regulations, and recommend appropriate personnel action.Provide assistance to other departments as needed.Perform other duties as required. PERFORMANCE MEASUREMENTS The Records & Receipts division runs smoothly and efficiently.Policies and procedures in City of Enid Charter, personnel manual, and safety manual are understood and followed. Reports, agendas, and minutes are completed in a timely and efficient manner.Documents and records are maintained, updated, and easily retrieved.Goals and deadlines for projects are met and meeting agendas are posted in a timely manner.Staff inquiries are answered in a timely manner.Effective working relations exist with City personnel. New employees are well trained and assisted. Management is appropriately informed. Employee understands and adheres to applicable safety policies.The City’s professional reputation is maintained. QUALIFICATIONS EDUCATION/EXPERIENCE: Vocational training in related field; or one to two years related experience and/or training; or equivalent combination of education and experience. CERTIFICATES/LICENSES: Additional training preferred. REQUIRED KNOWLEDGE: Law and Government: Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Economics and Accounting: Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, research, etc.SKILLS/ABILITIES: Work independently.Prioritize, organize, and delegate assignments.Handle multiple tasks simultaneously.Accurate and attentive to detail. Excellent communications and public relations abilities. Strong typing, ten-key, and computer application skills. Ability to assist and support others. Able to operate telephone, PC, copier, collater, sorter, and other basic business machines. PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION FINGER DEXTERITY: Manual dexterity sufficient to reach/handle items, work with fingers, and perceive attributes of objects and materials. VISUAL ABILITIES: Normal vision, with or without corrective lenses.PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.) Sedentary physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.LANGUAGE/COMPREHENSION: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write information and respond to questions from groups of managers, clients, customers, and the general public. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form. MATHEMATICS ABILITY: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra and geometry. WORK SCHEDULE/HOURS: Regular: 8-hour shift, typically 8:00 AM - 5:00 PM, Monday - Friday.Attendance at City Commission Meetings as required.Other: Variable lunch period and breaks in coordination with other office personnel. WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.NOISE LEVEL: Moderate noise (examples: business office with computers and printers, light traffic).OTHER WORK CONDITIONS: None. ADVANCEMENT CRITERIAINTERMEDIATE: 5-7 years related work experience.Associate's degree or equivalent in related field.Advanced computer & office management skills.Proficient knowledge of municipal processes.Ability to fill in for City Clerk for short period.State of Oklahoma Municipal Clerk and Treasurer Certification. Knowledge of safety as applies to job. Advanced knowledge Word & Excel. Valid CPR certification. ADVANCED: 8 years related work experience.Bachelor’s degree in related field.Expert supervisory, computer, & office management skills.Advanced knowledge of municipal processes.Ability to fill in for City Clerk for extended period.JOB DESCRIPTIONSJob descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description. Printed Name__________________________ Date ___/____/____ Signature_______________________________
POSITION REPORTS TO: City Clerk POSITIONS SUPERVISED: Account Clerk BLS COMPARABLE: 43-4031.02 LEADERSHIP: Supervise in both work assignments and performance. CONDITIONS OF EMPLOYMENTSubject to post offer, pre-employment drug screen. Subject to a pre-employment criminal background check. Keyboarding speed of 40 wpm.Proficient in Excel & Word.English proficiency.POSITION PURPOSE: To assist the City Clerk in the operation of the Records and Receipts Department and to ensure all services performed by the department are accomplished in a timely and accurate manner. ESSENTIAL FUNCTIONS AND BASIC DUTIES In city clerk’s absence, record and edit the minutes of City Commission, Enid Municipal Authority, Enid Economic Development, and Vance Development Authority meetings; attest to the signature of all officials at the meetings, and distribute the minutes to appropriate officials and staff members. Maintain all agendas and minutes of all boards and commissions in the City.Maintain, file, safekeep, and computerize all municipal documents. Publish legal notices as required by State Statute and City’s Charter.Issue public notification of all official activities and meetings through the posting of meeting agendas in accordance with state statutes. Maintain and update documents such as municipal codes, city charters, tort claim files, and related records. Record, archive, and distribute ordinances, resolutions, and proclamations.Respond to requests for information from the public, other municipalities, state officials, and state and federal legislative offices in accordance with the Open Records Act.Assist in the maintainance of fiscal records, accounts, and reports, including the Sinking Fund Report, CLEET reports, utilities reports, tax reports, Enid Convention & Visitors Bureau reports, and other daily, monthly, and yearly reports.Assist in completion of budgeting duties, including assisting in annual budget and audit preparation, expenditure review, revenue receipt, and budget administration.Assist in the supervision of the Records and Reciepts Department and evaluation of employees' job performance and conformance to regulations, and recommend appropriate personnel action.Provide assistance to other departments as needed.Perform other duties as required. PERFORMANCE MEASUREMENTS The Records & Receipts division runs smoothly and efficiently.Policies and procedures in City of Enid Charter, personnel manual, and safety manual are understood and followed. Reports, agendas, and minutes are completed in a timely and efficient manner.Documents and records are maintained, updated, and easily retrieved.Goals and deadlines for projects are met and meeting agendas are posted in a timely manner.Staff inquiries are answered in a timely manner.Effective working relations exist with City personnel. New employees are well trained and assisted. Management is appropriately informed. Employee understands and adheres to applicable safety policies.The City’s professional reputation is maintained. QUALIFICATIONS EDUCATION/EXPERIENCE: Vocational training in related field; or one to two years related experience and/or training; or equivalent combination of education and experience. CERTIFICATES/LICENSES: Additional training preferred. REQUIRED KNOWLEDGE: Law and Government: Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Economics and Accounting: Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, research, etc.SKILLS/ABILITIES: Work independently.Prioritize, organize, and delegate assignments.Handle multiple tasks simultaneously.Accurate and attentive to detail. Excellent communications and public relations abilities. Strong typing, ten-key, and computer application skills. Ability to assist and support others. Able to operate telephone, PC, copier, collater, sorter, and other basic business machines. PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION FINGER DEXTERITY: Manual dexterity sufficient to reach/handle items, work with fingers, and perceive attributes of objects and materials. VISUAL ABILITIES: Normal vision, with or without corrective lenses.PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.) Sedentary physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.LANGUAGE/COMPREHENSION: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write information and respond to questions from groups of managers, clients, customers, and the general public. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form. MATHEMATICS ABILITY: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra and geometry. WORK SCHEDULE/HOURS: Regular: 8-hour shift, typically 8:00 AM - 5:00 PM, Monday - Friday.Attendance at City Commission Meetings as required.Other: Variable lunch period and breaks in coordination with other office personnel. WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.NOISE LEVEL: Moderate noise (examples: business office with computers and printers, light traffic).OTHER WORK CONDITIONS: None. ADVANCEMENT CRITERIAINTERMEDIATE: 5-7 years related work experience.Associate's degree or equivalent in related field.Advanced computer & office management skills.Proficient knowledge of municipal processes.Ability to fill in for City Clerk for short period.State of Oklahoma Municipal Clerk and Treasurer Certification. Knowledge of safety as applies to job. Advanced knowledge Word & Excel. Valid CPR certification. ADVANCED: 8 years related work experience.Bachelor’s degree in related field.Expert supervisory, computer, & office management skills.Advanced knowledge of municipal processes.Ability to fill in for City Clerk for extended period.JOB DESCRIPTIONSJob descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description. Printed Name__________________________ Date ___/____/____ Signature_______________________________
