Description

General Statement of Job

Position Overview : The Assistant to the City Clerk plays a vital role in supporting the efficient functioning of the City Clerk's office.

This position is responsible for providing administrative assistance, managing records, facilitating public inquiries, and assisting with various clerical tasks to ensure the smooth operation of municipal government processes.

SPECIFIC DUTIES AND RESPONSIBILITIES

Administrative Support :

• Assist the City Clerk with scheduling appointments, meetings, and maintaining calendars.
• Draft correspondence, memos, reports, and other documents as directed.
• Coordinate logistics for City Council meetings, including preparing agendas, attending meetings, and recording minutes.

Records Management :

• Maintain and organize official city records, ensuring compliance with legal requirements and record retention policies.
• Assist in the retrieval and dissemination of public records in accordance with state and local regulations.
• Digitize and archive documents for easy accessibility and preservation.
• Process destruction protocols per record retention policies.

Customer Service :

• Serve as a point of contact for public inquiries, both in person and over the phone.
• Provide information and assistance to citizens, elected officials, and city staff regarding city ordinances, procedures, and services.
• Respond to requests for public records and other information promptly and professionally.

Election Support :

• Assist with voter registration processes, including voter outreach and education initiatives.
• Support election administration activities, such as candidate filings and treasurer reporting.

Financial and Budget Support :

• Assist with budget preparation and monitoring, including tracking expenditures and revenues.
• Process financial transactions, such as payments, invoices, and reimbursements.

Special Projects :

• Conduct research, compile data, and prepare reports to support decision-making processes.

Qualifications

Qualifications and Experience :

• Associate degree from an accredited college or equivalent additional; education or certification in public administration or a related field is desirable.
• Previous experience in administrative support, office management, or municipal government preferred.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent communication skills, both verbal and written, with a customer service-oriented approach.
• Proficiency in computer applications, including Microsoft Office Suite and database management software.
• Familiarity with legal and regulatory requirements related to public records management, sunshine law, and elections administration.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.

Job functions include but are not limited to all listed above items and additional functions as needed by the department.

The Assistant to the City Clerk plays a pivotal role in promoting transparency, accountability, and efficiency in municipal governance.

This position offers an exciting opportunity to contribute to the effective operation of local government and serve the needs of the community.

Last updated : 2024-04-27