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HomeMy WebLinkAboutAdministrative Secretary - City ClerkUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position Title: Administrative Secretary - City Clerk Department: City Clerk’s Office Division: City Clerk’s Office Supervisor: City Clerk FLSA: Non-Exempt Civil Service: No Pay Grade: 24 Job Number: 2401 Job Summary Performs general clerical and computerized functions for the City Clerk’s department. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Performs clerical functions relating to City Council proceedings including assigning numbers to resolutions and ordinances, maintaining roll call votes, notarizing signatures on legal and contract documents and routing council documents. • Answers the telephone, takes messages, follows through with correspondence of phone calls as directed or refers callers to appropriate staff person, responds to questions, requests, and complaints. • Prepares board/commission/committee vacancies and appointments for the City Council agenda packet; advertises and coordinates process for vacancies on City’s boards and commissions; tracks members’ terms; accepts applications; updates website to inform of vacancies, prepares response letters. • Maintains the office filing system, computerized and hard copy records, scan and archive documents, ensures records are archived to meet State Code requirements. • Maintains public housing files. • Prepares invoices and check requests. • Prepares transcription corrections as needed. • Monitors various documents that are on hold and compiles reports to staff as needed to follow through and close out files. • Issues cemetery records, domestic partnership registry, and assists with taxi permits and driver ID’s. • Maintains cemetery deed records and computerization of records and deeds. • Maintains domestic partnership registry. • Reconciles monthly recording charges for all City departments. • Acts as staff to the Community Police Review Board, coordinates packets, agenda preparation and meeting minutes, and attends meetings of the Community Police Review Board, routes confidential complaints to appropriate departments. • Accepts City applications/fees and routes to appropriate City departments. Updated: August 2025 (Admin Review) • Serves as back up to other staff as needed. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs notary services and other related duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school education or G.E.D. and seven to twelve months of related experience or training; or equivalent combination of education and experience. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combination of education and experience. Knowledge, Skills, and Abilities • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to complete a variety of written reports. • Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to effectively communicate, both orally and in writing, to the community, the City Council and employees. • Ability to maintain inter- and intra- department confidentiality. • Ability to read and understand laws, ordinances, reports, and other written communication. • Ability to reliably and predictably carry out duties. • Knowledge of general records maintenance. • Knowledge of general office policies and procedures. • Knowledge of legal practices and procedures. • Skill in using computers and applicable software applications (Microsoft Office – Word, Excel, Outlook) and ability to learn CIMS cemetery software, Laserfiche, MUNIS, Agenda Management software. Updated: August 2025 (Admin Review) Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Kellie Grace, City Clerk (4/2024) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________