City Clerk

HELP WANTED

CALLENDER, IA

JOB FUNCTIONS:

Responsible to operate all facets of the city clerk's office and also to supervise the other city clerk's office employees as they perform these tasks

The incumbent in this position has the responsibility for determining priority of all tasks listed subject to the direction of the Mayor and City Council.

• 1. Open and close the office
• 2. Arm, disarm, and monitor the security system
• 3. Place garbage and recycling out for collection
• 4. Shovel snow and place salt down as needed
• 5. Direct the janitorial staff as needed
• 6. Contact other city staff or contractors when repairs are needed on the building and its systems
• 7. Distribute keys as needed, complete key check-out sheet, and keep supply of keys secure
• 8. Receive notifications from security system for all city facilities
• 9. Make recommendations about the security system

• 1. Backup to initial answering of the telephone
• 2. Take telephones calls, respond to messages, or forward messages to the appropriate person
• 3. Back up to collect and open mail and route mail to the appropriate person and respond to mail if needed
• 4. Wait on customers, provide information, receive information, and receive payments
• 5. Respond to customers' email inquiries or route them to the appropriate person
• 6. Place posts on social media and respond to posts on social media, answering questions and providing accurate information
• 7. Sign for packages and route them to the appropriate person
• 8. Enforce the City's Social Media Policy

• 1. Keep Mayor and Council informed of current issues
• 2. Communicate information to staff as well as boards, commissions, and committees
• 3. Perform research for staff, management, and customers
• 4. Send out correspondence and supervise other mailings as needed
• 5. Send and receive faxes
• 6. Manage email system and respond or forward when needed
• 7. Backup to report street light issues to utility companies
• 8. Receive formal complaints then forward to the appropriate person
• 9. Design and update website
• 10. Proof read and edit documents as needed
• 11. Back-up to process emergency notifications
• 12. Compose letters and reports
• 13. Develop and assist to maintain a City social media presence - post on Facebook, Twitter, and/or City's website.
• 14. Post messages to the electronic sign at city hall
• 15. Develop and assist to maintain Nixle for mass notifications
• 16. Work with city engineer, city attorney, financial advisor, bonding attorney, and city auditor - this may include doing research, writing documents, and forwarding information
• 17. See that someone reviews the reports from security company and inform staff or management about issues as needed

• 1. Receive and request articles and ads
• 2. Write the newsletter
• 3. Place the newsletter on the City's website
• 4. Assist with the printing and processing of the newsletter
• 5. Distribute information about the newsletter's processes
• 6. Back-up to mail and distribute newsletter

• 1. Prepare meeting packets for City Council and other meetings as may be required - this includes scheduling some meetings, compiling the agenda with input, converting all documents to electronic format, placing the packet on the web for access, and notifying the City Council, Mayor, board members, and staff that the packet is ready for viewing on iCompass
• 2. See that public notices are posted or published as required - examples are: agendas, public hearing notices, ordinances, and others as needed
• 3. Attend City Council meetings and other meetings as may be required
• 4. Record, type, publish, and distribute minutes of meetings
• 5. Process paperwork after the meeting - ordinances, resolutions, pay apps, public notices, etc..
• 6. Backup to set up and tear down the room
• 7. Mark recommendations about equipment or software needed in the meeting room

• 1. Maintain official records of the City- examples are: minute books, resolution book, ordinance book, personnel files, zoning map, general community maps, software programs, electronic files, and others
• 2. Write resolutions and ordinances as needed
• 3. See that new ordinances are sent in for codification - distribute updates to Code books, place new code on the City's website
• 4. Manage paper files - this involves scanning for electronic retention, filing information correctly, weeding out unneeded information, and selecting information to be archived
• 5. Manage electronic files - this involves determining file structure and procedures to…