City Clerk - City of Mexico : Job Details

JOB SUMMARYResponsibilities include but are not limited to record keeping, City freedom of information officer, publishing information to City web site, issuing licenses. Handling complex administrative and clerical duties, operating with a high degree of independence over specified, standardized activity areas, referring unusual or technical problems to supervisors for decision.SUPERVISION EXERCISEDNone.SUPERVISION RECEIVEDWorks under the guidance and direction of the City Manager.DUTIES AND RESPONSIBILITIESThe duties described below are indicative of what the City Clerk might be asked to perform. Other duties may be assigned. This job description is to incorporate any municipal ordinances created for the position of City Clerk.Essential Functions:Attends City Council meetings, serves as City Secretary and records minutes, motions, and proceedings of meeting.Posts meeting notices. May serve as secretary for other committees, boards.Posts public information to web sites and appropriate media outlets.Coordinates preparation of agenda materials and packets.Assists in preparation of City ordinances and resolutions, proclamations, other official documents.Records and maintains all City contracts and agreements.Maintains historical documents and research data for departments and citizens.Maintains and authenticates original copies of all City Ordinances and laws.Maintains custody of the City seal and all legal documents.Issues City Business and Liquor Licenses and send renewal notices.Provides information, direction and advice to citizen inquires and/or complaints.Coordinates with County for City elections and prepare ballots.Plans, directs, evaluates and improves departmental operations.Implements microfilming and digital imaging system.Supervised the destruction of out-dated non-permanent records.Assistance in the recruitment and selection process of new employees.May answer telephones and screen visitors to determining nature of their inquiry.Provides proofreading assistance for all departments.Schedules, confirms and cancels appointments, hotel reservations, flight reservations, etc.Screens telephonic, internal and external visitors determining nature of their inquiry, referring them to proper individuals/departments.Performs public relations activities by representing the city to the general public and communicating a variety of City information via the telephone or in person.Performs general administrative duties for the City Council, City manager, Assistant City Manager and various Department Directors such as answering telephone, taking accurate messages, distributing and processing mail, reviewing, certifying, indexing, filing, copying, proofreading, and etc.Prepares Council resolutions and ordinances, correspondence reports, interoffice forms, requisitions, meeting agendas, forms, various legal documents such as ordinances, petitions, resolutions etc.Provides support for special projects by preparing power point presentation, documentation, handouts and financial information.Reviews and verifies transcribed and computerized documents, general reports and records for accuracy and conformance to departmental rules and procedures.Maintains filling system for all aspects of city government.Maintains personnel files for all employees.Maintains service and supply agreements on various office equipment.Places advertisements regarding trash cleanup activities regarding city wide and cemetery maintenance.Places and monitors advertisements regarding Board and Commission vacancies.Prepares news articles.Files monthly, quarterly and annual Missouri Ethics Reports for City Council Members, City Manager and Staff Members.Prepares monthly information regarding accounts for the tourism tax collected and report information to Tourism Commission.Assists with preparation, organization, finalization and mailing of grant projects.Assists with preparing and distributing City's newsletter.Assists staff members with software and web questions and trains staff members on software applications and equipment operation.Organizes and finalizes arrangements regarding special events and meetings held by the City.QUALIFICATION REQUIREMENTSTo perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required at the time of hire or for continuation of employment.Required Education and/or Experience:High school diploma or equivalent. Six years related experience and/or training; or a Bachelor's degree from a college or university plus two years of experience, or equivalent combination of education and experience.College courses of study in secretarial practices and procedures, Business and Office Technology, Business Management/Administration and/or computer technology.Must have excellent driving record.Successful completion of a drug screening test.Must have an excellent work history and attendance record.recblid egq2wwtfp797y6dg4yogtar3o0s4sz