What are the responsibilities and job description for the Assistant Clerk position at Town of Kingston?
General Statement of Duties: Performs a variety of specialized administrative tasks in support of the Town Clerk, Board of Trustees, and associated boards. This position is also responsible for performing the statutory role of the Town Clerk in the Clerk's absence. Work is performed in accordance with Oklahoma General Statutes, Town ordinances, codes, and policies, personnel laws and regulations, and standard office procedures governing the responsibilities of Town Clerks.
Supervision: The Assistant Clerk works under the general direction of the Town Clerk.
Duties and Responsibilities: The duties and responsibilities of the Assistant Clerk include:
Assists the Town Clerk in the daily administration and operations of departmental activities; maintains all vital records.
Responds to daily requests for services and information from the public.
Assists people with forms and documents and responds to a variety of inquiries and questions.
Prepares a variety of letters, memos, reports, and other documents for the Town Clerk.
Assists the Town Clerk in preparation for town meeting procedures.
Posting meeting agendas for boards and committees to the town website, retaining and maintaining permanent hard copies, and reserving meeting rooms if necessary.
Assist with Planning Board & Zoning Board filings: receiving documentation from companies or individuals, verifying files and maps submitted are complete, enter in Town Clerk's office permanent record files, holding completed materials for pick up by companies or individuals that previously delivered documentation.
Assist in retaining and maintaining permanent hard copies of meeting minutes from board and committee meetings.
Assist the town clerk in response to requests for information from the public, other municipalities, state officials, or state and federal legislative offices.
Assist in performing general office duties, typing, or proofreading correspondence, distributing, or filing official forms, or scheduling appointments.
Assist in the issue of public notification of all official activities or meetings.
Assist in collaborating with other staff to assist in the development and implementation of goals, objectives, policies, or priorities.
Assist in planning and directing the maintenance, filing, safekeeping, and computerization of all municipal documents.
Assist in preparing meeting agendas or packets of related information.
Assist in performing budgeting duties, such as assisting in budget preparation, expenditure review, or budget administration.
Assist in preparing ordinances, resolutions, or proclamations so that they can be executed, recorded, archived, or distributed.
Assist in maintaining fiscal records and accounts.
Serve as a notary of the public.
Assist in maintaining and updating documents, such as municipal codes or charters.
Assist in the issue of various permits and licenses, such as building, electrical and inspection and collect appropriate fees.
Prepare reports on civic needs.
Collect and sort mail
Respond to phone messages.
Respond to e-mail messages.
Respond to fax messages.
Friendly and efficient operation of the Town Office during scheduled public hours.
Assist in preparing correspondence at direction of Mayor and Council.
Maintain calendar for use of Town Hall facilities.
Respond to requests for building permits, special exception applications, work permits, apron, driveway, fence, pool, tree removal applications, and forward applications to appropriate reviewing body.
Handle street light outages.
Assist in maintaining file of Town ordinances and resolutions.
Provide copies of Town Ordinances and Charter to the public.
Respond to Public Information Act requests.
Assist in being a liaison to Town Hall maintenance staff.
Purchase Town Hall supplies (paper, bulbs, cleaning etc.)
Coordinate purchase of office supplies.
Attend and take minutes of Special Council and Town Meetings and public hearings as needed.
Provide administrative support to the Mayor and Council as required.
Prepare and import meter readings for KPWA water billing.
Required Knowledge, Skills, and Abilities: An employee in this class must have the following knowledge, skills, and abilities upon application.
Knowledge of Oklahoma General Statues and local ordinances governing the responsibilities of Town clerk.
Knowledge of the organization and functions of Town government.
Knowledge of standard and approved practices and procedures employed in the processing, safekeeping, and utilization of official Town records and documents.
Knowledge of standard modern office administrative practices and procedures.
Knowledge of the principles of grammar, spelling, and composition; considerable knowledge of computer applications and peripheries as utilized in a modern office environment including databases, presentations, spreadsheets, and paperless agenda software.
Ability to exercise sound judgment in making decisions in conformance with laws, regulations, and policies.
Ability to take notes of the proceedings of official meetings and to operate accurate minutes reflecting the actions taken.
Ability to establish and maintain effective working relationships with elected and appointed officials, department heads, employees, and the general public.
Ability to handle confidential information appropriately.
Strong verbal and written communication skills; advanced computer and word processing skills including Microsoft Word, Access, Excel, Publisher, Outlook; advanced database skills including creating and maintaining multiple databases and spreadsheets.
Ability to maintain detailed and accurate records and prepare reports.
Ability to work effectively under time constraints to meet deadlines.
Ability to work independently and manage multiple unrelated projects at one time.
Ability to deal effectively and appropriately with the general public as well as town, state, and federal officials.
Physical Demands: The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Minimal physical effort is required to perform duties under typical office conditions.
The employee is routinely required to sit, speak, hear, and use hands to operate equipment and reach.
The employee is frequently required to lift, move, and/or push items weighing up to 40 pounds.
Vision requirements include the ability to read routine and complex documents and use a computer.
Certifications Required:
- Must complete NIMS ICS 100, 200, 700, 800 within ninety (90) days of employment or appointment.
Certifications Preferred:
- Municipal Clerks/Treasurer Certification (annually).
Work Environment: The position will require work under the following:
Work is performed under typical office conditions.
Operates standard office equipment.
Ongoing contact with the public, town departments, vendors, financial institutions, and government agencies; responds to inquiries for the public and communicates with consultants and public officials by telephone, in person and in writing.
Has access to town-wide confidential information, including personnel files and legal proceedings.
Job Type: Full-time
Pay: $ $16.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $16