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Assistant City Clerk

Company: City of Ottawa
Location: Ottawa
Posted on: March 13, 2023

Job Description:

The City of Ottawa, Kansas is recruiting for a Assistant City Clerk. - -The Assistant City Clerk oversees, coordinates, and performs various complex, technical, and responsible administrative duties involved in assisting the City Clerk with coordinating the City Clerk's Office. Provides high complex staff assistance to the City Clerk; attends and supports City Commission meetings; responds to inquiries from the public; assumes the responsibilities for all activities of the City Clerk in their absence; and performs other duties as assigned. - Essential Job Functions:

Assists with managing the City Commission agendas and packets. In the absence of the City Clerk, serves as Acting City Clerk at City Commission meetings, study sessions, and as required to ensure day-to-day department operationAttends City Commission meetings and study sessions and records all official proceedings; preparing or supervising the preparation of minutes and other documents; directing the publication, filing, indexing, and safekeeping of all proceedings of the Commission; directing the organization of the agenda for City Commission meetings and study sessionsCoordinating and supervises agenda follow-up, including action minutes, preparation of minutes, and ensuring minutes are completed in a timely manner; oversees the processing of official resolutions, ordinances, minutes, and codification of the municipal codeDirects the records management program by planning and overseeing the maintenance of systems and procedures for the updating, safekeeping, and filing of all official municipal documents, such as ordinances, resolutions, minutes, agendas, contracts, deeds, signage, subdivision, and parcel mapsRecommends and assists in the implementation of goals and objectives of the City Clerk's Office; establishes schedules and methods for the performance of difficult, complex, technical, and/or specialized office support work; and assists in developing and implementing policies and proceduresProvide information on the interpretation of laws and codes related to City records and other issues related to the functions of the City Clerk's officePrepare and coordinate publications, posts and distribute legal notices; research, compile, and analyze data for special projects and reports; independently respond to routine letters, general correspondence, and requests for information Research and compile information requested by City staff, outside agencies, and the public related to City Commission action, City policies, City regulations, procedures, ordinances, and State code; coordinate the flow of information between the Commission boards, commissions, and staff of other departments as requiredPerform duties related to the administration of the City's contracts, including bid openingsReceive, log and process Open Records Requests in compliance with applicable lawsMaintain department webpages and posted legal documents, calendars, and City Clerk department informationAssist with proofing and follow-up actions related to documents and activities approved by the Governing BodyAdminister various city licenses, applications for vendors, and reporting to the State of Kansas and other agenciesAssist with tax abatements, Special Assessments, Impact Fees, and other annual activitiesResearch, compile and analyze data for special projects; collect and assemble data and background materials for a variety of reports; develop and recommend solutions
Assist with property tax exemptions on property purchased by the City.Work with internal and external customers.
Ancillary Job Functions:
Promote a positive City image by maintaining excellent internal and external customer relationsComply with all City ordinances and policies, as well as federal and state laws and ordinances. -Assist other departments and perform other related duties as assigned.Education and Experience: (Combination of education, training, and experience will be considered.)
High School diploma or equivalent required.
Associate/technical degree in Business Administration, Finance, Accounting, or related field preferred.Certified Municipal Clerk Training preferredMust maintain a valid Kansas Driver's License.Knowledge, Skills, and Abilities: (Not all-inclusive)
  • Assist the City Clerk in managing and directing operations of the City Clerk's Office
  • Function as Acting City Clerk
  • Continuously know and understand all aspects of the job; intermittently analyze work papers, reports, and special projects; identify and interpret technical and numerical information; observe and problem-solve operational d technical policy and procedure
  • Strong verbal and written communication skills.
  • Solid understanding of mathematics, bookkeeping, basic accounting, and general office procedures.
  • Thorough understanding of accounts payable and Kansas tax guidelines.
  • Thorough knowledge of Microsoft Office Suite software and ability to learn financial software.
  • Strong organizational skills.
  • Meticulous attention to detail.
  • Ability to interpret written instructions, reports, files, correspondence, and financial statements/records.
  • Ability to establish and maintain effective relationships with other employees, vendors, City officials, business entities, and the general public.
  • Ability to effectively organize, prioritize, and multitask.
  • Ability to work under general supervision and make responsible decisions.
  • Ability to exercise good judgment while thinking quickly and rationally in difficult or stressful situations.Work Environment:
    • General office conditions.
    • Exposed to moderate noise levels.Physical Abilities: (Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)
      Must be able to sit for extended periods of time.Must be able to have repetitive wrist/hand/finger movement and manual dexterity.Must have precise hand-eye coordination, clarity of vision, three-dimensional vision, and ability to identify/distinguish colors.Must be able to lift up to 25 pounds.Must be able to drive.Regular attendance is a necessary and essential function.Range: - - - - - - - - - - - - - - - - - - - - - - - - - - - -Grade 10 - $18.79 - $27.24Date Opened: - - - - - - - -March 2, 2023Date Closed: - - - - - - - - - - - - - - - - - -Open Until FilledHours: - - - - - - - - - - - - - - -8 a.m. to 5:00 p.m. Monday through Friday. - -Residency: - - - - - - - - - - -Regular full-time employees are required to establish and maintain residency within a - - - - - - - - - - - - - - - - - - - - -driving distance of 35 miles of the Ottawa City Hall within one year from hire. -E-Mail Confirmation: - After your application has been received by the City of Ottawa, you will receive confirmation by e-mail. Please check your SPAM filter or JUNK Mail. If you have not received information within 48 hours of submitting your application, please call 785-229-3634 to verify your application has been received. For additional information, contact Human Resources at 785-229-3634 or -e-mail -Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-229-3634 at least two days prior to a scheduled test or interview.The City of Ottawa is an Equal Employment Opportunity Employer.Powered by JazzHR

Keywords: City of Ottawa, Lawrence , Assistant City Clerk, Accounting, Auditing , Ottawa, Kansas

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