What are the responsibilities and job description for the City Clerk position at City of Kilgore?
JOB
Summary/ObjectiveProvides specialized clerical and administrative tasks for the City Clerk’s Office. Assists in coordinating Council Meetings and/or other functions; prepares Council Agendas and Minutes; is responsible for accurate posting, recording, and documentation of official city actions, administers and manages city elections; oversees updates and maintains departmental records and files; manages a variety of community relations activities and special event permits, coordinates and schedules special events as appropriate; coordinates and oversees special projects and programs as assigned; prepares a variety of correspondence reports and documentation; manages all city related boards; coordinates the ordering of office and /or other supplies for area of assignment; performs other related duties as assigned.Enhances the effectiveness of the City Manager by performing responsible and specialized clerical assistance and administrative support under limited supervision and by providing direct assistance to the public.
EXAMPLE OF DUTIES
Primary Duties and ResponsibilitiesThe following duties ARE NOT intended to serve as a comprehensive list of all duties performed by 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. Gathers information for City Council Meeting agendas and other boards as necessary; attends meetings and greets citizens; passes out speaker cards for citizen comment; sends documentation to departments regarding Council meetings; appropriately posts meeting notices on the city’s website and bulletin boards, and prepares meeting packets; records the proceedings to City Council meetings and prepares official minutes. Prepares documentation for and records official City Council minutes, ordinances, resolutions, and other related business. Prepares documentation for other city boards as necessary or required. Manages city boards, board members, term limits, and documents related to such boards.Posts and places legal notices for the city, ensuring that legal requirements for posting are met.Prepares for and conducts municipal elections including preparing filing packets, ensuring all legal requirements are met; serves as the early voting clerk and conducts early voting in person and by mail; conducts Election Day voting. Also assists Kilgore Independent School District and Kilgore College with their elections.Serves as Records Management Officer, including coordinating retention and destruction of records as necessary. Manages contracts for city departments.Responds to and coordinates open records requests, logs information for tracking, and passes the information to the appropriate departments.Issues Alcoholic Beverage Licenses to retail businesses in the city, works with city departments for approval of licenses; sends out renewal invoices for expiring permits.Issues Occupational Tax permits within the city and sends out renewal invoices for expiring permits.Responds to citizen requests or questions in person or on the telephone and refers calls to appropriate personnel. Responds to inquiries from city employees, outside agencies, and the general public; providing information regarding departmental services and policies; assists in resolving complaints.Authenticates Mayor’s signature on documents and assists with writing and creation of proclamations.Coordinates some Special Events and corresponding permits as appropriate.Helps maintain and facilitate the City’s website.Provides administrative and clerical support for the City Manager’s office and other city programs, including conducting research and compiling information; responsible for drafting and/or processing routine and special correspondence; developing, organizing and maintaining appropriate files and records for the City Manager’s office; coordinates special activities of the City Manager’s office when appropriate.Performs other routine and/or specialized duties relative to area of assignment as assigned or required.Required Knowledge of: Principles and practices of office administrationGeneral office practices, procedures, and equipmentStandard computer software applications (Word, Excel, Google Suite)Open Meetings principals and standardsPhysical Demands/Work Environment: Work is performed in a standard office environmentSubject to sitting for extended periods of time, standing, walking, bending, reaching, kneeling, and lifting objects up to 20 pounds.Exposure to computer and computer screen for up to 8 hours or more a day.May be exposed to potentially irate members of the public, depending on area of assignment.Regular attendance is required.
SUPPLEMENTAL INFORMATION
Summary/ObjectiveProvides specialized clerical and administrative tasks for the City Clerk’s Office. Assists in coordinating Council Meetings and/or other functions; prepares Council Agendas and Minutes; is responsible for accurate posting, recording, and documentation of official city actions, administers and manages city elections; oversees updates and maintains departmental records and files; manages a variety of community relations activities and special event permits, coordinates and schedules special events as appropriate; coordinates and oversees special projects and programs as assigned; prepares a variety of correspondence reports and documentation; manages all city related boards; coordinates the ordering of office and /or other supplies for area of assignment; performs other related duties as assigned.Enhances the effectiveness of the City Manager by performing responsible and specialized clerical assistance and administrative support under limited supervision and by providing direct assistance to the public.
EXAMPLE OF DUTIES
Primary Duties and ResponsibilitiesThe following duties ARE NOT intended to serve as a comprehensive list of all duties performed by 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. Gathers information for City Council Meeting agendas and other boards as necessary; attends meetings and greets citizens; passes out speaker cards for citizen comment; sends documentation to departments regarding Council meetings; appropriately posts meeting notices on the city’s website and bulletin boards, and prepares meeting packets; records the proceedings to City Council meetings and prepares official minutes. Prepares documentation for and records official City Council minutes, ordinances, resolutions, and other related business. Prepares documentation for other city boards as necessary or required. Manages city boards, board members, term limits, and documents related to such boards.Posts and places legal notices for the city, ensuring that legal requirements for posting are met.Prepares for and conducts municipal elections including preparing filing packets, ensuring all legal requirements are met; serves as the early voting clerk and conducts early voting in person and by mail; conducts Election Day voting. Also assists Kilgore Independent School District and Kilgore College with their elections.Serves as Records Management Officer, including coordinating retention and destruction of records as necessary. Manages contracts for city departments.Responds to and coordinates open records requests, logs information for tracking, and passes the information to the appropriate departments.Issues Alcoholic Beverage Licenses to retail businesses in the city, works with city departments for approval of licenses; sends out renewal invoices for expiring permits.Issues Occupational Tax permits within the city and sends out renewal invoices for expiring permits.Responds to citizen requests or questions in person or on the telephone and refers calls to appropriate personnel. Responds to inquiries from city employees, outside agencies, and the general public; providing information regarding departmental services and policies; assists in resolving complaints.Authenticates Mayor’s signature on documents and assists with writing and creation of proclamations.Coordinates some Special Events and corresponding permits as appropriate.Helps maintain and facilitate the City’s website.Provides administrative and clerical support for the City Manager’s office and other city programs, including conducting research and compiling information; responsible for drafting and/or processing routine and special correspondence; developing, organizing and maintaining appropriate files and records for the City Manager’s office; coordinates special activities of the City Manager’s office when appropriate.Performs other routine and/or specialized duties relative to area of assignment as assigned or required.Required Knowledge of: Principles and practices of office administrationGeneral office practices, procedures, and equipmentStandard computer software applications (Word, Excel, Google Suite)Open Meetings principals and standardsPhysical Demands/Work Environment: Work is performed in a standard office environmentSubject to sitting for extended periods of time, standing, walking, bending, reaching, kneeling, and lifting objects up to 20 pounds.Exposure to computer and computer screen for up to 8 hours or more a day.May be exposed to potentially irate members of the public, depending on area of assignment.Regular attendance is required.
SUPPLEMENTAL INFORMATION
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