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 humanresources@ottawaks.gov.
-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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