City Clerk Opening:
The City of Perry, a vibrant, growing community in central Iowa, is seeking an individual to serve as City Clerk.
Primary Responsibility:
The City Clerk supervises and participates in all functions of the City Clerk’s office including record keeping and dissemination of information. Develops City Clerk office procedures and coordinates activities with other departments and agencies. Attends City Council meetings and other sessions as necessary and records proceedings. Supervises and participates in reporting, filing, indexing and safekeeping of all City records and City Council proceedings. Assists the City Administrator and Finance Officer in budget preparation as needed. Maintains City cemetery records, sales, transfers and marking of plots. Acts in the absence of Finance Officer and assists the Finance Officer as necessary. Performs other duties as assigned.
Pay range $45,000-$50,000, DOQ.
Cover letter and resume can be sent to the attention of the Sven Peterson, City Administrator. E-mail: sven.peterson@perryia.org, or mail: Sven Peterson, City Administrator, Perry City Hall, 1102 Willis Ave P.O. Box 545, Perry, Iowa, 50220. Resumes will be accepted through November 18th, 2016.
Primary Responsibility:
The City Clerk supervises and participates in all functions of the City Clerk’s office including record keeping and dissemination of information. Develops City Clerk office procedures and coordinates activities with other departments and agencies. Attends City Council meetings and other sessions as necessary and records proceedings. Supervises and participates in reporting, filing, indexing and safekeeping of all City records and City Council proceedings. Assists the City Administrator and Finance Officer in budget preparation as needed. Maintains City cemetery records, sales, transfers and marking of plots. Acts in the absence of Finance Officer and assists the Finance Officer as necessary. Performs other duties as assigned.
Pay range $45,000-$50,000, DOQ.
Cover letter and resume can be sent to the attention of the Sven Peterson, City Administrator. E-mail: sven.peterson@perryia.org, or mail: Sven Peterson, City Administrator, Perry City Hall, 1102 Willis Ave P.O. Box 545, Perry, Iowa, 50220. Resumes will be accepted through November 18th, 2016.
Full Job Description:
Job Summary:
Under general direction of the City Administrator, the City Clerk directs the operational activities of the City Clerk’s office performing all City Clerk duties as required by state statute, City code and City Council policy. Requires the exercise of independent judgment and discretion in providing the general public information relative to City ordinances, regulations, policies and applicable state laws. Position requires high proficiency, confidentiality and a close working relationship with the City Council, City Administrator, Mayor, City employees and the general public. Work is reviewed through reports, performance, observation of results obtained and personal conferences.
Essential Functions:
Coordinates the operations and activities of the City Clerk’s office while achieving development of goals and measurements of performance as set forth by the City Administrator. Performs administrative support as required. Promptly and courteously assists the public and City personnel through various means of communication. Locates and provides access to or copies documents open for public inspection. Explains City rules, policies and regulations to the general public in accordance with proscribed procedures and guidelines and through consultation with the City Administrator. Receives and processes complaints from the public relating to City operation and refers such complaints to the City Administrator unless appropriate action can be taken by the City Clerk. Assures that the news media and general public receive all official notifications and other designated informational releases. Prepares City Council agendas, attends City Council meetings, summarizes, prepares and maintains minutes of each meeting. Sees that said meeting notices are published as required. Attends other meetings of City boards, commissions and committees as required. Serves as secretary for these entities, recording and maintaining minutes of each meeting. Organizes and maintains a record system for all official documents of the City, including sensitive and confidential information. Certifies and attests all legislative enactments of the City Council, such as ordinances and resolutions. Publishes advertising for public hearings, public meetings, ordinances, resolutions, bids, elections and related matters. Publish legislative enactments subsequent to passage. Prepares and distributes official certified copies of all legislative enactments and contracts as required. Prepares documents to be submitted to the County Recorder. Prepares ordinances to be sent to codifying agency, distributes supplements to departments and maintains codebook as required. Provides nomination papers for candidates running for election to the City Council and Mayor reviewing each for required signatures, prepares affidavits for candidates to sign, prepares papers for County Auditor as required. Accepts applications and issues a variety of permits and licenses including liquor, cigarette, peddlers, electrical, gas, plumbing, building and others. Receives special assessments from the City Engineer, prepares related legal notices, notifies assessed property owners, prepares special assessment schedules, provides required certification to the County for collection and reconciles special assessment collections with assessment rolls. Performs special assessment research for realtors and the general public involved in the sale, purchase or exchange of properties in the City. Accounts for cash received by the City from departments and general public. Enters receipts as necessary assuring that a complete accounting is made and information provided to the Finance Officer. Administers oath of office to any City employee or officer required to give an oath. Prepares monthly calendars, newsletters and information on all City activities and meetings. Performs duties and responsibilities of accounting clerk as necessary to assist Finance Officer in coordinating monetary transactions for the City. Attends meetings, conferences and workshops as requested and authorized. Performs related work as required including, but not limited to, assisting the employment requirements and functions of the Finance Officer.
Typical Duties:
Supervises and participates in all functions of the City Clerk’s office including record keeping and dissemination of information. Develop City Clerk office procedures and coordinates activities with other departments and agencies. Attends City Council meetings and other sessions as necessary and records proceedings. Supervises and participates in reporting, filing, indexing and safekeeping of all City records and City Council proceedings. Assists the City Administrator and Finance Officer in budget preparation. Maintains City cemetery records, sales, transfers and marking of plots. Acts in the absence of Finance Officer and assists the Finance Officer as necessary.
Knowledge, Skills, Abilities and Personal Characteristics:
• Comprehensive knowledge of, or the ability to quickly acquire a comprehensive knowledge of municipal legislative processes and procedures, the City’s ordinances (both codified and uncodified), the Iowa Code as it pertains to municipal government, and City Council policies and procedures;
• Comprehensive knowledge of or ability to quickly acquire a comprehensive knowledge of functions, procedures, policies, and organization of a City Clerk’s office;
• Comprehensive knowledge of office terminology, procedures, and equipment, including the use of computers and related word processing and spreadsheet applications appropriate to assigned duties;
• Comprehensive knowledge of business arithmetic, statistics, English composition, grammar, and spelling;
• Skill in the original composition, editing, proofreading, and final preparation of written materials, including legislation, legal notices, proclamations, and memoranda;
• Skill in the assembly of numerical data and production of statistical reports;
• Ability to operate a computer and type at a reasonable rate of speed;
• Ability to obtain and maintain certification as a Notary Public in the State of Iowa;
• Ability to research, compile, and provide detailed information concerning City legislation, Council procedures, organizations, and individuals identified for proclamations and recognition certificates;
• Ability to organize, establish, and maintain clerical records and files and to prepare written reports from such information;
• Ability to handle a wide variety of clerical and administrative support tasks concurrently while under the pressure of deadlines;
• Ability to perform work with speed, accuracy, and attention to detail;
• Ability to make decisions in accordance with established policies and procedures;
• Ability to independently solve problems within assigned areas of responsibility;
• Ability to establish and maintain effective working relationships with the City Council, City Administrator, City employees, and the general public;
• Ability to communicate well with others, both verbally and in writing;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to quickly learn and use new skills;
• Ingenuity and inventiveness in the performance of assigned tasks;
• Ability to interact as a team player, cooperating with all City personnel while exercising integrity, confidentiality and trustworthiness.
Working Conditions:
Inside office work performed under controlled conditions, but with occasional humidity, poor ventilation and noise. Occasional climbing, stooping, reaching and handling activities. Requires ability to converse, using verbal and listening skills, with citizen customers, vendors, staff and Council. Requires clarity of vision 20’ or more and 20” or less, as well as eye/hand coordination, manual/finger dexterity and motor coordination. Requires clerical, forms, numerical and verbal perception. Minimal physical strength requirements involving moving, lifting, pushing, carrying and pulling of objects weighing up to 25 pounds.
Requirements:
High school diploma, preferably supplemented by additional college level courses in public administration, business administration or a closely related field. Extensive experience in performing responsible and difficult technical, administrative, clerical and accounting work requiring the use of independent judgment. Experience as a City Clerk in the State of Iowa preferred or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work. Must possess excellent customer relation skills and be able to communicate well with others both verbally and in writing. Ability to operate various office machines, including computers, calculators, typewriters, copiers, transcription machines and fax equipment.
Disclaimer:
All duties and requirements in this job description have been determined by the employer to be essential job functions consistent with ADA requirements and are representative of the functions that are necessary to successful job performance. They may not, however, reflect the only duties required. Employees in this job class will be expected to perform other job-related duties when it can be reasonably implied that such duties do not fundamentally change the basic requirements, purpose or intent of the position.
Job Summary:
Under general direction of the City Administrator, the City Clerk directs the operational activities of the City Clerk’s office performing all City Clerk duties as required by state statute, City code and City Council policy. Requires the exercise of independent judgment and discretion in providing the general public information relative to City ordinances, regulations, policies and applicable state laws. Position requires high proficiency, confidentiality and a close working relationship with the City Council, City Administrator, Mayor, City employees and the general public. Work is reviewed through reports, performance, observation of results obtained and personal conferences.
Essential Functions:
Coordinates the operations and activities of the City Clerk’s office while achieving development of goals and measurements of performance as set forth by the City Administrator. Performs administrative support as required. Promptly and courteously assists the public and City personnel through various means of communication. Locates and provides access to or copies documents open for public inspection. Explains City rules, policies and regulations to the general public in accordance with proscribed procedures and guidelines and through consultation with the City Administrator. Receives and processes complaints from the public relating to City operation and refers such complaints to the City Administrator unless appropriate action can be taken by the City Clerk. Assures that the news media and general public receive all official notifications and other designated informational releases. Prepares City Council agendas, attends City Council meetings, summarizes, prepares and maintains minutes of each meeting. Sees that said meeting notices are published as required. Attends other meetings of City boards, commissions and committees as required. Serves as secretary for these entities, recording and maintaining minutes of each meeting. Organizes and maintains a record system for all official documents of the City, including sensitive and confidential information. Certifies and attests all legislative enactments of the City Council, such as ordinances and resolutions. Publishes advertising for public hearings, public meetings, ordinances, resolutions, bids, elections and related matters. Publish legislative enactments subsequent to passage. Prepares and distributes official certified copies of all legislative enactments and contracts as required. Prepares documents to be submitted to the County Recorder. Prepares ordinances to be sent to codifying agency, distributes supplements to departments and maintains codebook as required. Provides nomination papers for candidates running for election to the City Council and Mayor reviewing each for required signatures, prepares affidavits for candidates to sign, prepares papers for County Auditor as required. Accepts applications and issues a variety of permits and licenses including liquor, cigarette, peddlers, electrical, gas, plumbing, building and others. Receives special assessments from the City Engineer, prepares related legal notices, notifies assessed property owners, prepares special assessment schedules, provides required certification to the County for collection and reconciles special assessment collections with assessment rolls. Performs special assessment research for realtors and the general public involved in the sale, purchase or exchange of properties in the City. Accounts for cash received by the City from departments and general public. Enters receipts as necessary assuring that a complete accounting is made and information provided to the Finance Officer. Administers oath of office to any City employee or officer required to give an oath. Prepares monthly calendars, newsletters and information on all City activities and meetings. Performs duties and responsibilities of accounting clerk as necessary to assist Finance Officer in coordinating monetary transactions for the City. Attends meetings, conferences and workshops as requested and authorized. Performs related work as required including, but not limited to, assisting the employment requirements and functions of the Finance Officer.
Typical Duties:
Supervises and participates in all functions of the City Clerk’s office including record keeping and dissemination of information. Develop City Clerk office procedures and coordinates activities with other departments and agencies. Attends City Council meetings and other sessions as necessary and records proceedings. Supervises and participates in reporting, filing, indexing and safekeeping of all City records and City Council proceedings. Assists the City Administrator and Finance Officer in budget preparation. Maintains City cemetery records, sales, transfers and marking of plots. Acts in the absence of Finance Officer and assists the Finance Officer as necessary.
Knowledge, Skills, Abilities and Personal Characteristics:
• Comprehensive knowledge of, or the ability to quickly acquire a comprehensive knowledge of municipal legislative processes and procedures, the City’s ordinances (both codified and uncodified), the Iowa Code as it pertains to municipal government, and City Council policies and procedures;
• Comprehensive knowledge of or ability to quickly acquire a comprehensive knowledge of functions, procedures, policies, and organization of a City Clerk’s office;
• Comprehensive knowledge of office terminology, procedures, and equipment, including the use of computers and related word processing and spreadsheet applications appropriate to assigned duties;
• Comprehensive knowledge of business arithmetic, statistics, English composition, grammar, and spelling;
• Skill in the original composition, editing, proofreading, and final preparation of written materials, including legislation, legal notices, proclamations, and memoranda;
• Skill in the assembly of numerical data and production of statistical reports;
• Ability to operate a computer and type at a reasonable rate of speed;
• Ability to obtain and maintain certification as a Notary Public in the State of Iowa;
• Ability to research, compile, and provide detailed information concerning City legislation, Council procedures, organizations, and individuals identified for proclamations and recognition certificates;
• Ability to organize, establish, and maintain clerical records and files and to prepare written reports from such information;
• Ability to handle a wide variety of clerical and administrative support tasks concurrently while under the pressure of deadlines;
• Ability to perform work with speed, accuracy, and attention to detail;
• Ability to make decisions in accordance with established policies and procedures;
• Ability to independently solve problems within assigned areas of responsibility;
• Ability to establish and maintain effective working relationships with the City Council, City Administrator, City employees, and the general public;
• Ability to communicate well with others, both verbally and in writing;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to quickly learn and use new skills;
• Ingenuity and inventiveness in the performance of assigned tasks;
• Ability to interact as a team player, cooperating with all City personnel while exercising integrity, confidentiality and trustworthiness.
Working Conditions:
Inside office work performed under controlled conditions, but with occasional humidity, poor ventilation and noise. Occasional climbing, stooping, reaching and handling activities. Requires ability to converse, using verbal and listening skills, with citizen customers, vendors, staff and Council. Requires clarity of vision 20’ or more and 20” or less, as well as eye/hand coordination, manual/finger dexterity and motor coordination. Requires clerical, forms, numerical and verbal perception. Minimal physical strength requirements involving moving, lifting, pushing, carrying and pulling of objects weighing up to 25 pounds.
Requirements:
High school diploma, preferably supplemented by additional college level courses in public administration, business administration or a closely related field. Extensive experience in performing responsible and difficult technical, administrative, clerical and accounting work requiring the use of independent judgment. Experience as a City Clerk in the State of Iowa preferred or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work. Must possess excellent customer relation skills and be able to communicate well with others both verbally and in writing. Ability to operate various office machines, including computers, calculators, typewriters, copiers, transcription machines and fax equipment.
Disclaimer:
All duties and requirements in this job description have been determined by the employer to be essential job functions consistent with ADA requirements and are representative of the functions that are necessary to successful job performance. They may not, however, reflect the only duties required. Employees in this job class will be expected to perform other job-related duties when it can be reasonably implied that such duties do not fundamentally change the basic requirements, purpose or intent of the position.
