2026-A Assistant City Clerk (4/2026)

JOB SUMMARY

The purpose of this position is to provide support for the City Clerk's Office. Job duties consist of related administrative duties. Successful performance contributes to the efficiency and effectiveness of office operations. FLSA status is Non-Exempt.

This position can start at an entry level and includes educational and growth requirements/opportunities. Applicants who currently possess a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks would start at a higher level.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or logical assignments for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions in this classification, but are determined by the normal requirements for this particular position.

CITY COUNCIL SUPPORT DUTIES (35%)
Prepares agenda and packets for City Council meetings.
Drafts resolutions for council consideration; researches information required for resolutions and ordinances.
Sets up Council Chambers for meetings.
Prepares and operates PowerPoint presentations.
Attends City Council meetings, and records notes.
Prepares draft and official meeting minutes to document council action and official voting records.
Obtains signatures for adopted resolutions, ordinances, and minutes.
May perform the duties of the City Clerk in his or her absence.

PROCESS SUPPORT DUTIES (10%)
Assists department heads in determining bid requirements, including posting and publication requirements.
Assists with generating competitive bids for all city departments.
Assists department heads with Public Works bids handled through consultants.
Assists with posting bids through vendor registry software.
Assists with conducting bid openings.
Assists with following the bid through the council approval process.
Prepares and accepts contracts and accompanying resolutions.
Obtains required signatures and distributes contracts to relevant parties.
Researches and responds to assessment requests.

RECORDS MANAGEMENT DUTIES (30%)
Prepares and submits legal advertisements and posts public notices.
Processes invoices for advertisement fees; resolves billing issues.
Transfers, adds, and removes vehicles and equipment to insurance policies.
Applies for and transfers tags.
Registers seized vehicles and equipment.
Updates internal insurance spreadsheets.
Prepares resolutions to declare surplus property.
Coordinates the sale and disposal of surplus property.
Testifies in court.

MUNICIPAL ELECTIONS SUPPORT DUTIES (10%)
May serve as the appointed Absentee Election Manager.
Accepts, distributes, and maintains absentee ballots.
Prepares, maintains, and updates voter lists.
May contact and assign poll workers, and election officials and coordinates schedules.

PUBLIC RELATIONS & OTHER RELATED DUTIES (15%)
Reserves space, invites attendees, attends meetings and records minutes for various meetings.
Schedules and prepares public meeting notifications and posts notices as required by the Open Meetings Act.
Monitors terms of appointment to city boards; notifies the boards, committees, and webmasters of the need for appointments.
Prepares appointment resolutions.
Performs other duties as needed or assigned.
Participates in continuing education.

MINIMUM QUALIFICATIONS

High School Diploma/GED.
Two (2) years' of experience in administrative support, preferably in a municipal government.
Must test for a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks within two (2) years of employment OR currently possess a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification but are determined by the normal requirements for the particular position. The following list was developed through job analysis; however, it is not exhaustive and other duties may be required and assigned.

Job duties are typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. Employees occasionally lift light objects and distinguishes between shades of color.
Job duties are typically performed in an office.
Job duties require the ability to deal with and relate to people beyond giving and receiving instructions.
Job duties require the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive the nature of sounds by ear.
Job candidates must be able to adapt to and perform under moderate stress.
Job duties require regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

KNOWLEDGE, SKILLS, AND ABILITIES:
City of Prattville employees are required to obtain knowledge of the City of Prattville Policies and Procedures, and knowledge of their specific department rules, policies, and procedures. This job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Knowledge of department and city policies and procedures, and relevant federal, state, and local laws and regulations.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Knowledge of the Code of Alabama and the City of Prattville Codes of Ordinances.
Knowledge of state bid laws.
Knowledge of state and federal election laws.
Knowledge of Open Meetings Act requirements.
Knowledge of file management principles.
Skill in prioritizing and organizing work.
Skill in the provision of customer services.
Skill in the maintenance of files and records.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.

SUPPLEMENTAL INFORMATION:
Must provide proof of your legal right to work in the United States.
Must possess and maintain a valid driver's license.
Willing to work overtime.
Willing to cooperate with the workload of the department.
Willing to attend continuing education courses.
Willing to comply with City of Prattville rules and regulations.
Must submit to drug screenings for this safety sensitive position.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

EEOC COMMITMENT:
The City of Prattville is committed to maintaining equal employment opportunity by considering job applicants and employees for hiring and advancement on the basis of job-pertinent individual differences and not on the basis of extraneous factors such as race, color, religion, sex, national origin, physical and mental disability, marital status, sexual orientation, genetics, status as current or former uniformed service member, or any other classifications protected by law.