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HomeMy WebLinkAboutAdministrative Secretary - City ClerkUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Administra�ve 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. Essen�al Job Du�es and Responsibili�es 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 func�ons rela�ng to City Council proceedings including assigning numbers to resolu�ons and ordinances, maintaining roll call votes, notarizing signatures on legal and contract documents and rou�ng 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 ques�ons, requests, and complaints. • Prepares board/commission/commitee vacancies and appointments for the City Council agenda packet; adver�ses and coordinates process for vacancies on City’s boards and commissions; tracks members’ terms; accepts applica�ons; updates website to inform of vacancies, prepares response leters. • 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 transcrip�on correc�ons 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, domes�c partnership registry, and assists with taxi permits and driver ID’s. • Maintains cemetery deed records and computeriza�on of records and deeds. • Maintains domes�c partnership registry. • Reconciles monthly recording charges for all City departments. • Acts as staff to the Community Police Review Board, coordinates packets, agenda prepara�on and mee�ng minutes, and atends mee�ngs of the Community Police Review Board, routes confiden�al complaints to appropriate departments. • Accepts City applica�ons/fees and routes to appropriate City departments. Updated: March 2024 • Serves as back up to other staff as needed. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs notary services and other related du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school educa�on or G.E.D. and seven to twelve months of related experience or training; or equivalent combina�on of educa�on 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 combina�on of educa�on and experience. Knowledge, Skills, and Abili�es • Ability to add, subtract, mul�ply, and divide in all units of measure, using whole numbers, common frac�ons, and decimals. • Ability to apply common sense understanding to carry out instruc�ons furnished in writen, oral, or diagram form. • Ability to complete a variety of writen reports. • Ability to compute rate, ra�o, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situa�ons. • Ability to effec�vely communicate, both orally and in wri�ng, to the community, the City Council and employees. • Ability to maintain inter- and intra- department confiden�ality. • Ability to read and understand laws, ordinances, reports, and other writen communica�on. • Ability to reliably and predictably carry out du�es. • Knowledge of general records maintenance. • Knowledge of general office policies and procedures. • Knowledge of legal prac�ces and procedures. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook) and ability to learn CIMS cemetery so�ware, Laserfiche, MUNIS, Agenda Management so�ware. Updated: March 2024 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 ________________________________ __________________