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HomeMy WebLinkAboutAdministrative Secretary - City ClerkCITY OF IOWA CITY - Job Description Job Class #24-01B FLSA Non-Exempt Non Civil Service Identification Position Title: Administrative Secretary - City Clerk Department: City Clerk Division: City Clerk Supervisor: City Clerk Job Summary Performs general clerical and computerized functions for the City Clerk’s department. Job Scope No supervisory responsibilities. Essential Job Duties and Responsibilities 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. Maintains records and inventories as requested. Maintains the office filing system, computerized and hard copy records to ensure files are maintained and easily retrievable. Ensures records are archived to meet State Code requirements. Maintains public housing files. Scans current and historical documents for filing system. Prepares and types a variety of correspondence for the department. Responds to questions and complaints from the public and City staff. Researches information and responds to requests for records and other pertinent information from the staff and public. Collects and compiles data for statistical purposes and operates a variety of office machines and equipment. Prepares invoices and check requests. JD No. 24-01B City Clerk Page 2 Updated 12/29/2023 Serves as back up for agenda preparation and distribution. Serves as back up for imaging, scanning and updating computerized files of City Council materials. Prepares minute and 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 certificates and assists with taxi permits and driver ID’s. Maintains cemetery deed records and computerization of records and deeds. Assists in coordinating and implementing new procedures designed to improve office operations. Maintains domestic partnership registry. Reconciles monthly recording charges for all City departments. Posts notices of City Council and board/commission meetings as required. Scans packets for Community Police Review Board for public review on City website. Assists with special projects as needed. 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 complaints to appropriate departments. Accepts City applications/fees and routes to appropriate City departments. Maintains City Board and Commission application files. 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 for board/commission applicants. Serves as back-up for monitoring beer-liquor applications. Processes departmental accounting invoices in Munis. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs notary services and other related duties as assigned. JD No. 24-01B City Clerk Page 3 Updated 12/29/2023 Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. 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 regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk or stand. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school diploma or equivalent and one year of related experience required. Must pass criminal background check. Preferred Education, Experience and Certification Associate degree or equivalent from an educational institution accredited by a DOE recognized accreditation body and three to four years of related experience preferred. Knowledge, Skills, and Abilities Basic knowledge of computer software and hardware systems and general records maintenance. Knowledge of general office policies and procedures. Skills in the operations of computers and general office equipment. Ability to read and understand laws, ordinances, reports, and other written communication. Skill in typing & word processing. Ability to complete a variety of written reports. Ability to maintain inter- and intra- department confidentiality. Ability to effectively communicate, both orally and in writing, to the community, the City Council and employees. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.