City Clerk

JOB DESCRIPTION

Class Title: City Clerk Location: City Hall

Department: Administration Grade/Step Number:

Date: Name:

GENERAL PURPOSE

This position involves advanced clerical and administrative work in processing, recording and maintaining a complete and accurate record of City Council meetings and actions. Work includes responsibility for supervising and maintaining the permanent record of all City Council resolutions and ordinances preparing and distributing agendas, legislation, minutes, motions, listings and notices. Work also includes responding to inquiries from the public, attorneys, staff and other interested parties. Attendance at night meetings required.

SUPERVISION RECEIVED

The City Clerk works under the general supervision of the City Manager.

Additional City Clerk guidance is provided through the Ranson Municipal Code; Robert’s Rules of Order; and, the West Virginia Municipal Clerks & Recorders Association.

SUPERVISION EXERCISED

Considerable independent judgment is exercised within established policies and procedures. Work is reviewed through observation, conferences, annual performance appraisals and reviewed through results achieved. May exercise supervision over support staff or temporary or part-time employees, as assigned.

WORK CONTACTS

Work involves continuous contact with the Mayor, City Council, City Manager, Administrative staff, Department Directors, City staff, and the general public for providing information regarding employment matters and for providing information regarding legislation, memos, agendas, minutes and other related matters.

CITY CLERK: ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Plans and directs work involved in maintaining official City documents and records; compiles all supporting information and develops agendas, maintains all clerical records as required for the Mayor and City Council, Council meetings and the State of West Virginia
• Serves as custodian and designated Records Manager of official City records, public documents and corporate seal of the City; and catalogs and files all City records
• Attends regular and special City Council meetings (which include night meetings); oversees or performs an accurate recording of the proceedings, preparation of the minutes, proper legislative terminology, recording, indexing and filing for the public record; distributes information as requested; and prepares and distributes agendas, materials, minutes and records of meetings
• Files ordinances and resolutions of the council and oversees the codification of ordinances into the municipal code
• Prepares and advertises meeting agendas, bid and other advertisements, and legal notices of public hearings and special meetings in coordination with the City Manager and/or City Attorney
• Serves as a notary public
• Prepares reports for council meetings as directed and surveys and other reports as directed
• Prepares certificates of appreciation, proclamations and resolutions of respect for presentation
• Provides public records and information to citizens, civic groups, the media and other agencies as requested
• Attends seminars and workshops related to City Clerks' duties and responsibilities
• Types Council Member's and Mayor's correspondence
• Makes reservations and travel arrangements for meetings, seminars, and conventions
• Assists in the preparation of ordinances and resolutions as directed
• Oversees and administers all Municipal Elections; Performs pre-election support functions including ordering candidate forms and materials, assembling packets and instructions to candidates and verifying residency and candidate requirements; and provides information to candidates and the public on election and candidacy requirements and procedures
• In consultation with the City Manager and/or City Attorney, gathers documents and materials in response to Freedom of Information Act Requests

PERIPHERAL DUTIES

• Provides administrative support to the City Manager

DESIRED MINIMUM QUALIFICATIONS

Education Requirement:

• Graduation from an accredited college or university with a, public administration, business management or another related field, and;
• Five (5) years of general government or legal experience.

City Clerk: Necessary Knowledge, Skills and Abilities:

• Knowledge of West Virginia’s laws and regulations on the functions of a Municipal Clerk;
• Knowledge of functions and procedures of the City Council, City Code and City Ordinances;
• Ordinance and resolution construction;
• The operation, function and scope of authority of City departments as well as fundamental understanding of West Virginia local government;
• Make independent decisions in accordance with the laws, ordinances, regulations and established policies of the State of West Virginia and City;
• Take and prescribe minutes of meetings with accuracy;
• Prepare reports, listings and maintain records and filing systems accurately;
• Establish and maintain a working relationship with City Council, City officials, employees and public;
• Provide high level of customer service in a courteous and respectful manner;
• Communicate effectively, both orally and in writing.

SPECIAL REQUIREMENTS

Must be bondable

Valid Driver’s License

AED/CPR/First Aid Certified

TOOLS AND EQUIPMENT USED

Requires frequent use of personal computer, database and spreadsheet programs (Microsoft Office, Excel, INCODE, Facility Dude, or any similar software); calculator, telephone, copy machine, scanner, and fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms;

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is very quiet without continuous interruptions, but may require some interruptions at times.

SELECTION GUIDELINES

Formal application/resumé, rating of education and experience; oral interview and reference check; job related tests may be required;

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position;

A detailed job description, description of full-time benefits package and an employment application may be obtained from Ranson City Hall or on-line at www.cityofransonwv.net.

Job Type: Full-time

Pay: $48,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Work Location: One location