Mills City Clerk

JOB TITLE:CITY CLERK

DEPARTMENT: ADMINISTRATION

REPORTS TO: MAYOR AND CITY COUNCIL

SUPERVISES: ADMINISTRATIVE & BILLING CLERKS

POSITION PURPOSE/SUMMARY

This position is responsible for the maintenance and preservation of City records and for all other statutory provisions governing the position of City Clerk. The person in this position also provides administrative support of a highly complex and responsible nature to the Mayor and City Administrator; exercises independent judgment in preparing reports and various official documents; and exercises considerable discretion in the protection and release of confidential information and in the interpretation and administration of policies and procedures.

EXAMPLES OF DUTIES AND RESPONSIBILITIES

• Promotes positive public relations.

· Serves as City Records Officer responsible for developing, implementing and maintaining a records management system. Works with other city employees to coordinate records storage, retrieval, preservation and disposition in accordance with the Wyoming State Records Retention Schedule.

· Prepares agenda and agenda packets; attends meetings of the City Council and other committees; records minutes; finalizes ordinances and resolutions for the record; makes audio/video recordings of meetings; records attendance; conducts roll call votes.

· Ensures the publication of minutes, ordinances, and resolutions in accordance with legal requirements; posts agendas and meeting notices.

· Files and maintains official city records; provides copies upon request; researches historical records upon request; oversees the records retention program.

· Assists the City Council in ensuring compliance with open meeting and quorum laws and statutes; coordinates council member meeting schedules to determine if quorum will be present.

· Processes Freedom of Information Act requests.

· Assists with city bid project; publishes bid announcements; answers questions from contractors and others; facilitates bid openings; maintains security of bid documents.

· Assists treasury, budgeting, the general ledger, audit, tax, accounts payable and receivable, accounting, purchasing, real estate and insurance activities.

· Administers oaths of office to public officials.

· Administers the issuance of municipal licenses, including business, various regulatory licenses, and other licenses as assigned in accordance with applicable city ordinances and other regulations.

· Collects all money due to the City for the payment of license fees, permits and utilities/services offered by the City.

· Handles and submits insurance claims against and for the City of Mills.

· Back-up on balancing daily cash drawer and works counter when needed.

• Manages and supervises assigned operations to achieve goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.
• Participate in the selection, training and evaluation of subordinate staff
• Perform special projects as assigned by the City Administrator or Mayor.
• Perform related work as required.

KNOWLEDGE, ABILITIES, SKILLS FOR SUCCESS

• Working knowledge of the principles and practices of modern public administration; Extensive knowledge of office practices and procedures; thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure.
• Ability to accurately record and maintain records; Ability to establish and maintain effective working relationships with employees, other departments, officials and the public; Ability to communicate effectively verbally and in writing; Ability to plan, organize and supervise clerical workers and assigned staff.
• Knowledge of or ability to learn computer operation principles and practices.
• Knowledge of or ability to learn payroll and employee benefits and policy.

QUALIFICATIONS REQUIRED

Graduation from an accredited high school or General Education Development (GED) supplemented with five years’ experience in municipal government or an equivalent combination of education, training and experience.

Must be bondable.

Driving record MUST be free from serious or frequent violation.

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The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as needed, including work in other functional areas to cover absence or relief, to equalize peak work periods, or to otherwise balance the work load.

Pay: $32.00 - $38.00 per hour

Benefits:

• 401(k)
• 457(b)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Municipal: 2 years (Preferred)

License/Certification:

• Notary (Required)

Work Location: In person

Salary : $32 - $38