Admin Asst II - City Clerk - City of Boise : Job Details

Provides legislative and administrative support for the City of Boise Clerk's Office and attends city council and/or other board and commission meetings to provide technical and administrative support. Assists in responding to and researching public records requests, including judicial reviews. Serves as a back-up for the legislative and city records supervisor and/or records. This position works under direct supervision.

Provides legislative and administrative support, including submitting public hearing notices and other legal notices for publication, assists in the preparation and distribution of meeting agendas and minutes, attends board and commission meetings to provide technical and administrative support, including but not limited to city council, the Ethics Commission and the Harris Ranch CID Board. Performs setup and teardown activities for meetings. Clerks meetings, including documenting motions, votes and general subjects discussed at executive sessions while protecting legally sensitive information heard while in attendance pursuant to Statute 74-206. Provides final document processing for city council actions. Processes ordinances, annexations, liens and other city documents for official recordation. Notarizes documents and coordinates with other government agencies for timely recording. (35%)

Partners with internal staff from finance, purchasing, IT and other departments to ensure efficient and timely payment processing and reconciliation. Works closely with staff from other departments and outside vendors to process external payments through various payment systems, including web, front office, parking, Humane Society and meter transactions. Trains staff from other departments and new hires on deposit procedures. (30%)

Proofreads, verifies publication of and reconciles all legal notices and associated invoicing. Ensures legal compliance by publishing notices in City Hall and newspapers and updates physical copies of the City Code. Reconciles State of Idaho background check invoicing. (15%)

Acts as an office liaison for the legislative management software program for boards and commissions by creating and managing accounts, providing training, troubleshooting and planning for future software adoption city-wide. (10%)

Scans and indexes documents into an electronic filing system for deposit transactions, the council, boards and commissions and the department more broadly. Utilizes scanner and records management software. Researches and locates documents using querying tools. Performs other data entry as needed for licensing, citations and permits. (10%)

Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant I and provides team support and training, as needed.

Required Knowledge, Experience, And Training

High school diploma or equivalent and two years of progressively responsible experience performing administrative or clerical support duties in a departmental or operational group.

Knowledge of: general office equipment, equipment operations and telephone etiquette; general office practices and procedures; accurate and proper grammar, punctuation and spelling; basic accounting principles and general customer service techniques; and computer usage including related software.

Ability to: read and understand complex laws and other written documents; 10-key by touch; apply basic math; receive, comprehend and follow verbal instructions; communicate effectively in the English language at a level necessary for efficient job performance; and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

Two years of experience in e-recording systems.

Licensing And Other Requirements

Valid state-issued driver's license.

Special Requirements

Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check

The physical effort characteristics and working environment 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.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 10 pounds. Also, the employee is occasionally pushing/pulling up to 10 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk, hear and smell. Work in this position also includes close vision, distance vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, climb and balance. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions. Employees will also drive a vehicle as part of this position.