This position performs administrative work assisting with the activities of the City Clerk's office.
 
Work involves preparation and maintenance of official records of the City. This employee acts as the City Clerk in case of absence or otherwise delegated. Work is performed with considerable independence and trust under the general supervision and direction of the City Clerk.Acts as the City Clerk in case of absence or as otherwise delegated:
 
Liaison/coordinator to City Manager, Mayor, City Council, Department Heads, other City staff and the public. Schedules, manages, and maintains the City Manager, and City Council calendars to insure proper coordination and avoidance of scheduling conflicts. Maintains appointment schedules.
 
Backup to the Records Management Officer; assists in proper document destruction as outlined by the Library of Virginia.
 
Swears in police officers, fire marshal and animal control officers.
 
Monitors and updates website content related to City Clerk, Mayor, City Council.

Management of City Council meeting processes:
 
Assist in organizing special council events, receptions, retreats, ceremonies, and inter-jurisdictional meetings.
 
Creates and posts public meetings notice.
 
Prepares summary minutes of City Council regular and special meetings and summaries of work sessions.
 
Manage and attend council meetings, ensuring the room and audio/visuals are prepared and functioning properly.
 
Prepares for council regular, special, emergency and work session meetings; prepares agendas, documents; composes minutes and related correspondence; uploads all meeting documents online through Granicus for electronic distribution to the Mayor and City Council and public simultaneously.
 
Prepares city council meeting room prior to meeting ensuring the documents and materials are available for the public, the City Manager, and the City Attorney. 
 
Prepares for future City Council meetings including scheduling, agenda setting, confers with staff on report consolidation and review, closes out meetings, and follows up with departments. 
 
Attends City Council meetings at the direction of the City Clerk.
 
City Code, official City and State mandated documents:

Assembles and maintains city code supplements.
 
Research information from official documents for city officials and the public.
 
Scans and files all important documents. 
 
Drafts correspondence for Mayor, and City Council, craft proclamations, certificates, and presentations.
 
Creates and finalizes all resolutions and ordinances.
 
Creates and sends correspondence for board/committee members and elected officials.
 
Oversees the preparation of a variety of forms, documents, correspondence, and other materials related to the City Clerk's office. 
 
Sends and files all legal advertisements; finalizes all legal advertisement bills.
 
Maintenance of Boards and Commissions:
 
Assists with filling vacancies on board and commissions, maintaining records on memberships of 40 city boards and commissions, updates master list, keeps members advised of their terms, handles advertising vacancies, interview schedules, and keeps council members advised of the status of board and commission memberships and applicants for the positions.
 
Provides full administrative service for board and commission appointments.
 
Contact with Residents, Businesses, and Visitors:
 
Answers public inquiries in person or by telephone and coordinates with staff.
 
Performs related work as assigned.
 
The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Requires a Bachelor's Degree in Business, Public Administration or a closely related field.
Requires two years’ experience in a legal or professional administrative role or closely related experience.
Necessary Knowledge, Skills, and Abilities:
 
Considerable knowledge of administrative office practices, procedures, software, and equipment.
 
Knowledge of and ability to learn the nuances of municipal legislative practices, local government organizations, and functions.
Ability to accurately create, proofread, and finalize documents, reports, letters, proclamations, and presentations from rough draft, handwritten copy.
 
Ability to make decisions in accordance with department procedures and regulations and to apply these to work problems.
 
Ability to communicate effectively with tact and respect, orally and in writing.
 
Ability to establish and maintain effective working relationships with others as well as to use discretion concerning official and confidential information.
 
Skill with Microsoft Office and Granicus and ability to learn new and emerging technology that enhances the service delivery of the City Clerk and City Manager’s offices.
 
Must have a valid driver’s license with a good driving record.
 
Must be able to work nights and weekends on occasion. (Examples: city council meetings Tuesday evenings, city council retreats quarterly weekends)
Special Certifications and Licenses:
Requires designation as a Notary Public.
 
Requires a Certified Municipal Clerk Designation within three years of position placement.