City Clerk

CITY OF MARGARET, ALABAMA

POSITION DESCRIPTION

CITY CLERK

Classification

Non-Exempt (unless otherwise designated by Council)

Department: City Administration

Reports To: Mayor

Supervisory Responsibility: None

POSITION PURPOSE

The City Clerk serves as the official custodian of municipal records and performs responsible administrative and legislative support functions for the City of Margaret. The Clerk ensures accurate documentation of City Council actions, compliance with the Alabama Open Meetings Act, and maintenance of permanent municipal records.

This position requires a high degree of accuracy, discretion, organization, and professionalism. The Clerk operates within established statutory and municipal frameworks and supports transparent, efficient, and legally compliant governance.

ESSENTIAL FUNCTIONS

Legislative and Council Support

• Prepare and distribute City Council meeting agendas and supporting materials.
• Attend regular and special Council meetings as directed.
• Record, prepare, and maintain accurate official minutes.
• Publish public notices in compliance with the Alabama Open Meetings Act (§36-25A-1 et seq.).
• Maintain official files of ordinances, resolutions, contracts, and Council actions.
• Ensure adopted ordinances and resolutions are distributed to appropriate departments.

Records Management and Custodianship

• Serve as custodian of official municipal records.
• Maintain and archive ordinances, resolutions, agreements, and official correspondence.
• Process public records requests in accordance with Alabama law.
• Maintain records retention and archival procedures consistent with state guidance.
• Maintain custody and authorized use of the City Seal.

Administrative Operations and Public Interface

• Serve as primary administrative contact for residents.
• Respond to telephone, written, and in-person inquiries.
• Draft correspondence, memoranda, and official notices as directed.
• Maintain current listings of boards, commissions, and appointed bodies.
• Prepare documents for publication in newspapers or official media.

Licensing and Documentation Processing

• Receive and process business license applications and associated documentation as assigned.
• Verify required signatures and documentation prior to filing.
• Coordinate recording of documents with appropriate county offices when required.

Financial Administrative Support

• Receive and document designated payments.
• Maintain receipt logs and administrative financial documentation.
• Assist with payroll and accounts payable documentation as directed.
• Maintain confidentiality of financial and personnel records.

Operational Continuity

• Maintain working knowledge of adopted policies and procedures.
• Perform duties in accordance with established administrative processes.
• Assist in documenting workflows to support continuity of operations.

MINIMUM QUALIFICATIONS

Education

High School Diploma or GED required. Associate degree preferred.

Experience

Minimum two (2) years of responsible administrative or clerical experience. Bookkeeping and Accounts Payable/Receivable experience highly preferred. Municipal experience preferred.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office administration and records management principles.
• Working knowledge of Microsoft Office and related office technology.
• Quickbooks proficiency is a plus.
• Ability to learn municipal ordinances and Alabama statutory requirements.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to prioritize tasks and meet deadlines.
• Ability to interact professionally with elected officials and the public.
• Council Meetings are held in the evenings; Clerk must be available during regularly scheduled Council Meeting times and at other times when special meetings are called.

WORK ENVIRONMENT

Work is performed in a municipal office environment. Evening attendance at Council meetings required.

PHYSICAL DEMANDS

Work is primarily sedentary. Occasional lifting up to 25 pounds. Extended computer use required.

EXECUTIVE AUTHORITY AND ASSIGNMENT OF DUTIES

Pursuant to Alabama Code §§ 11-43-3, 11-43-4, and 11-43-81, the Mayor serves as the chief executive officer of the City and maintains general supervision and control over municipal officers and administrative functions.

The duties described herein are representative of the general scope of work and are not intended to be exhaustive. The Mayor retains the authority to assign, delegate, modify, expand, reorganize, or reallocate responsibilities consistent with the lawful functions of municipal administration and the evolving operational needs of the City of Margaret. Such adjustments may occur with or without prior notice and shall not require amendment to this job description unless otherwise directed by Council action.

Nothing in this position description shall be construed to limit the executive authority of the Mayor as provided under Alabama law.

PAY

Salary range of $35,000 - $60,000 annually based on experience, municipal background, and certifications.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed. It is not a contract of employment. Duties and responsibilities may be amended by the City as operational needs evolve.

EQUAL OPPORTUNITY EMPLOYER

The City of Margaret is an Equal Opportunity Employer and complies with all applicable federal and state employment laws.

Pay: $35,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Administrative: 2 years (Required)

Work Location: In person

Salary : $35,000 - $60,000