POSITION TITLE: City Clerk DEPARTMENT: Records & Receipts
POSITION CODE: 30-975 FLSA STATUS: Exempt
POSITION REPORTS TO: Chief Financial Officer EMPLOYEE CLASS: M-C
POSITIONS SUPERVISED: Assistant City Clerk, Account Clerk
BLS COMPARABLE: 43-4031.02, Municipal Clerks
Leadership: Supervise/manage/direct the selection, training, development, appraisal, and work assignments of personnel.
CONDITIONS OF EMPLOYMENT:
Subject to post offer, pre-employment drug screen.
Subject to a pre-employment criminal background check.
As a position directly affecting the safety of others, the employee will be required to comply with all provisions of ’s substance abuse policy, including random drug and alcohol testing.
Possession of a valid Oklahoma driver’s license with an acceptable driving record.
Keyboarding speed 40 wpm minimum.
Proficient in Excel & Word.
Associate’s Degree or equivalent.
POSITION PURPOSE: To ensure adequate staffing of the Records and Receipts Department and to ensure all services performed by the department are accomplished in a timely and accurate manner by providing appropriate motivation and oversight, training, and necessary tools to employees.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Record and edit the minutes of City Commission, Enid Municipal Authority, Enid Economic Development, and Vance Development Authority meetings; attest to the signature of all officials at the meetings, and distribute the minutes to appropriate officials and staff members. Maintain all agendas and minutes of all boards and commissions in the City. Advertise for commission and board vacancies.
Plan and direct the maintenance, filing, safekeeping, and computerization of municipal documents. Direct the publication of all legal notices as required by State Statute and the City’s Charter.
Ensure that all revenues of the City are receipted in a timely and efficient manner.
Issue public notification of all official activities and meetings through the posting of meeting agendas in accordance with state statutes.
Maintain and update documents such as municipal codes, city charters, Tort Claim files, property assessments, mowing, cleaning and dilapidated files, and related records.
Record, archive, and distribute ordinances, resolutions, and proclamations.
Respond to requests for information from the public, other municipalities, state officials, and state and federal legislative offices in accordance with the Open Records Act.
Maintain fiscal records, accounts, and reports, including the Sinking Fund Report, CLEET reports, utilities reports, tax reports, insurance reports, Enid Convention & Visitors Bureau reports, and other daily, monthly, and yearly reports.
Perform budgeting duties, including assisting in annual budget and audit preparation and mailings, expenditure review, revenue receipt, and budget administration.
Consult with managers and other personnel to answer inquiries requiring interpretation of municipal policies, rules, and regulations.
Coordinate activities with other supervisory personnel, and with other work units or departments.
Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
Evaluate employees' job performance and conformance to regulations, and recommend appropriate personnel action.
Certify legal documents.
Act as custodian of the official City seal.
Keep abreast of new developments in relevant legislation.
Act as staff liaison for the State Police and Fire pension boards.
Maintain confidentiality of records, including but not limited to private health information.
Provide assistance to other departments as needed.
Perform other duties as required.
The Records & Receipts division runs smoothly and efficiently.
Policies and procedures in Charter, personnel manual, and safety manual are understood and followed. Effective supervisory skills are demonstrated.
Department is fully staffed with competent, positive, productive, and well-trained employees.
Reports, agendas, and minutes are completed in a timely and efficient manner.
Documents and records are maintained, updated, and easily retrieved.
Goals and deadlines for projects are met.
Staff inquiries are answered in a timely manner.
Effective working relations exist with City personnel.
New employees are well trained and assisted. Management is appropriately informed.
The City’s professional reputation is maintained.
EDUCATION/EXPERIENCE: Associate’s Degree (A.A.) or equivalent from two-year college or technical school; and two to three years related experience and/or training; or equivalent combination of education and experience.
CERTIFICATES/LICENSES: State of Oklahoma Municipal Clerk and Treasurer Certification (within 6 months).
REQUIRED KNOWLEDGE: Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.
Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Computer — Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, research, etc.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Personnel and Human Resources — Knowledge of personnel, selection, training, and evaluation.
Economics and Accounting — Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
SKILLS/ABILITIES: Prioritize, organize, and delegate assignments.
Handle multiple tasks simultaneously.
Accurate and attentive to detail.
Excellent communications and public relations abilities.
Strong typing, 10-key, and computer application skills.
Ability to assist and support others.
Able to operate telephone, PC, copier, collator, sorter, postage machine, and other business machines.
PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
FINGER DEXTERITY: Manual dexterity sufficient to reach/handle items, work with fingers, and perceive attributes of objects and materials.
VISUAL ABILITIES: Normal vision, with or without corrective lenses.
PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.) Sedentary physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.
LANGUAGE/COMPREHENSION: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from department supervisors or members of the business community. Ability to effectively present information to top management, public groups, and/or boards of directors.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.
MATHEMATICS ABILITY: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra and geometry.
WORK SCHEDULE/HOURS: Regular –8 hour shift, typically 8:00 AM5:00 PM, MondayFriday.
Attendance at Commission Meetings, 1st and 3rd Tuesday of each month.
Other – Salaried position requiring occasional attendance at meetings after hours and the ability to respond personally or by phone to address problems that may develop after normal work hours.
WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
Noise level: Moderate noise (examples: business office with computers and printers, light traffic).
Other work conditions: None.
6-8 years related work experience.
9+ years related work experience.
Advanced knowledge of municipal procedures.
Expert knowledge of municipal procedures.
Advanced supervisory, computer & office mgt. skills.
Expert supervisory, computer & office management skills.
Bachelor’s Degree in related field.
Master's degree in related field.
Ability to fill in for T& B Manager or Utility Services
manager for short period.
Ability to fill in for T & B Manager or Utility Services Manager
for an extended period.
Knowledge of safety as applies to job.
Advanced knowledge Word & Excel.
Valid CPR certification.
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.
Printed Name__________________________ Date ___/____/____ Signature_______________________________
For further information, please refer official source from City of Enid Career Center on following link below. If you meet the requirement and are interested in building a future career with City of Enid, please register yourself at :