City Clerk

City of Greenwood, Missouri

CITY CLERK/HUMAN RESOURCES/BENEFITS COORDINATOR

Department: Administration Revised Date: October 2022

Reports to: Mayor

GENERAL PURPOSE: Under administrative direction, performs a variety of responsibilities in support of the
Mayor and Board of Aldermen; maintains all official records of the City; attends and records council proceedings, executive sessions, and meetings and prepares, files, and keeps a journal of record for safekeeping; records and maintains accurate records of the City including ordinances, resolutions, minutes; updates and maintains the City Code Book; processes employee benefits and maintains personnel and employee benefit records; processes worker’s compensation and liability claims for the City; issues and maintains business license applications; and keeps and maintains election records of the City; files and assists with records maintenance for other boards and commissions.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all team members in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

 Attends and takes minutes at the regular and special Board of Aldermen meetings and executive sessions; type’s minutes and processes ordinances and resolutions from meetings with record of vote; assigns ordinance numbers; makes note of items from meeting to be brought forward for discussion or approval; and document management, scans documents into document imaging system.

 Plans, organizes and provides public notice of all hearings and meetings and ensures all meeting notices are posted publicly and are in full compliance with State Statutes.

 Processes new employee benefit packets; tracks when new hire benefits become available and processes in a timely manner; informs provider of new enrollees; tracks and processes employee payroll changes and enters into payroll system; processes new employees through E-Verify system; submits bi-weekly deferred comp payments to Voya; and processes and verifies garnishments and files payroll changes.

 Calculates vacation and sick accruals for employees retiring and/or terminating; tracks and notifies department heads when employee pay raises and evaluations are due; reconciles monthly and submits benefit bills for payment for health, dental, life, vision; forwards names of employee to Health Insurance
Broker/coordinator that have terminated and require a COBRA notification; and reviews eligibility and processes yearly employee service awards.

 Accepts and submits workers compensation claims to third party administrator; responds to questions about the claims; and resolves issues; accepts and submits liability claims; responds to questions about the claims or directs them to the department responsible.

 Maintains insurance schedules of equipment, automobiles, and city property. Coordinates information with insurance company.

City Clerk/Benefits Coordinator 1 of 3

JOB DESCRIPTION
City Clerk/Benefits Coordinator

 Maintains personnel files; coordinates annual employee benefits meeting for open enrollment; accepts employee benefit changes during open enrollment; makes necessary changes in payroll system; receives unemployment benefit notifications and submits necessary paperwork if disputing the claim; receives phone calls verifying employment.

 Oversees business license and liquor license applications; approves applications and processes renewals; receives phone calls and inquiries regarding business licensing.

 Prepares ordinances calling for elections; provides county with appropriate notice of election; accepts declarations of candidacy for citizens filing for office; certifies they are qualified candidates; and maintains election files.

 Assists public with inquiries. Disseminates information about city policies and activities to citizens, and furnishes the public with information on city ordinances. Responsible for accurate and timely responses to open records requests, made under the Missouri Sunshine law for all City throughout City departments.

 Receives phone calls for information pertaining to the clerk’s office; notarizes and attests to City documents; attends department head meetings and other city clerk functions; records necessary documents at Jackson and Cass County; prepares proclamations and certificates for Mayor as requested; informs Mayor of terms expiring on various board and commissions; orders plaques for outgoing board and committee members; and administers the oath of office to newly elected council members and police officers.

 Processes department’s monthly bill and invoices for payment; prepares and adheres to department’s budget; enrolls and makes reservations for Mayor and City Council attending conferences; reconciles their receipts when they return and submits purchase order for them for reimbursement of expenses; orders supplies as requested; and coordinates banquets and dinners for Mayor/Board of Aldermen hosted by the City.

 Supports the relationship between the City of Greenwood and the constituent population by providing excellent customer service; promotes the City goals and priorities in compliance with all policies and procedures; provides confidential administrative support to the Mayor and Board of Aldermen.
Understands the confidential nature of working in a politically dynamic and sensitive atmosphere, while they conduct business in a political manner.

 Schedules and confirms meeting arrangements as directed by the Mayor. Coordinates other meetings as needed.

 Ensures that job duties are completed in strict adherence to established safe work practices.

 Responsible for codification of the Code of Ordinances for the City.

 Maintains city website and works with website developer.

 Maintains social media content.

 Registers members of the public to vote.

 Assists finance department with utility payments and payables when needed or in absence of the clerk.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor’s Degree in Public Administration, Business Administration, Finance, or related field. Two years of experience in municipal office work, involving services typically provided by the City Clerk such as records management, Board of Aldermen and Mayoral support, and elections support that includes responsibility for assigned programs and services; OR an equivalent combination of education, training and experience.

Required Licenses or Certifications:

Certifications are helpful for job knowledge. International certifications include: Certified Municipal Clerk (CMC);
Master Municipal Clerk (MCC). State Certifications include: Missouri Registered City Clerk, (MRCC); Missouri
Professional City Clerk (MPCC)

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JOB DESCRIPTION
City Clerk/Benefits Coordinator

Required Knowledge of: th
 City Codes and State Statutes related to fourth (4 ) class cities in the State of Missouri.

 Missouri Sunshine Law specifically open meeting requirements and closed meeting exemptions.

 Relevant city, state and federal laws, rules, regulations, ordinances and council policies for the operation of the city, including election laws, licensing and records management regulations and
Roberts Rules of Order.

 Principles and practices of public administration, municipal government, and personnel management.

 Structure, organization and inter-relationships of city departments, agencies, and related governmental agencies and offices affecting assigned functions.

 Effective communication principles and practices to include public relations.

 External and management reporting requirements and report preparation.

 Program/project management techniques and principles.

 Modern office procedures, methods, and equipment including computers, computer applications such as word processing, spreadsheets, and statistical databases, (Microsoft Office).

 English usage, spelling, grammar, and punctuation.

 Principles of business letter writing.

 Principles and practices of governmental budget preparation and administration.

Required Skill in:

 Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.

 Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public.

 Planning, directing and coordinating various administrative and human resource functions.

 Interpreting and administering policies and procedures within assigned area sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

 Preparing and analyzing complex data and numerical computations and comprehensive reports.

 Maintaining confidentiality and communicating with tact and diplomacy.

 Administering the assigned programs and services.

 Responding to inquiries and in effective oral and written communication.

 Applying program/project management techniques and principles.

 Communicating effectively verbally and in writing.

 Handling multiple tasks and meeting deadlines.

Physical Demands / Work Environment:

 Work is performed in a standard office environment; may be required to travel to various sites, locations and/or events/conferences.

 Frequently required to lift and or move up to 10 pounds and occasionally lift and/or move up to 40 pounds.

 Occasionally required to climb or balance; stoop; kneel; crouch, or crawl;

 Frequently required to sit and talk or hear; stand and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls and reach with hand and arms.

 Moderately quiet in office setting

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Greenwood, MO 64034: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• English: 1 year (Preferred)
• Records management: 1 year (Preferred)

Work Location: One location