What are the responsibilities and job description for the Municipal Clerk (Financial Administration) position at City of Kingsport?
Directs, manages and safe guards vital public records for the City including creation, retention, transfer, inspection, and when applicable destruction, in accordance with City Code and Charter. Serves as Deputy City Recorder; administers oaths of office, maintains custody and use of the City Seal, notarizes documents, responds to public inquiries and attends and records official City meetings. Serves on Beverage Board and has Property Custodian responsibilities.
The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.
The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.
- Selects the hardware and software and sets procedures for implementation of scanning, indexing and searching the City’s vital and general public records to provide an effective and efficient method of automated records retrieval.
- ImplementsandmaintainsacolorcodedfilingsystemoftheCity’soriginalvitalrecordstoprovideefficient manual retrieval of selected documents.
- Enforcescontrolproceduresforcityofficescreatinghardcopyandmagneticmediumsofvitalrecords,(i.e. City Attorney’s Office, Planning Department, Finance Department.)
- WorkscollaborativelywithCity Archivist.
- Evaluatesandmonitorsvitalrecordsstoragerequirements,spacemanagement,filing equipment.
- Records and publishes minutes for semi-monthly Board of Mayor and Aldermen business meetings andwork sessions and special called meetings (minimum of four monthly meetings);
- Review and incorporate agendas, City Recorder notes, and audio and video tapes of these meetings into minutes.
- CoordinatesandpreparesallmeetingagendaformeetingsheldbytheCity’sBeverage Board;
- Attendsmeetings;takesformalminutesofbusinessmeetings;processapplicationsforpermitstosellbeer, coordinate investigationand zoning reviews required for each application, copy, distribute applications to each board member, coordinate attendance; organizes and maintains all board records.
- Receives processes and tracks and responds to citizen requests to inspect public records and acquire city owned property.
- Maintainsdeedsforrealproperty,easementsandrights-of-way.
- Draftsandeditsordinanceandresolution documents.
- Performsotherdutiesas assigned.
- Knowledgeoftheprinciples,practices,techniquesandmethodsofrecords management;
- KnowledgeoftheCityofKingsport’sstandards,policiesandrulesforcityrecordsretention/storage/ disposal;
- Skillindevelopingandimplementinganelectronicindexingsystemforpublicrecordsthatprovidesa summary status of information on file and the efficient retrieval of the selected records;
- Skillindevelopingandimplementinganelectronicdatabaseforvitalrecordsessentialtothemanagement and operation of the City;
- Skillinanalyzingsystems,equipmentandstaffingrequirementsfortheeffectiveandefficientmanagement of public records and make the appropriate recommendations;
- Skillinoralandwritten communications;
- Skilled in the operation of a personal computer and various software applications such as WordPerfect,Access, Word and Excel;
- SkillinusingInternetsearch engines.
Bachelor’sdegreeinManagement,ComputerScience,BusinessLaworrelatedfieldwithminimumoftwoyears experience including records management or a Certified Records Manager.
Salary : $56,805 - $60,611