Assistant Clerk Council

Assistant Clerk of the Council

The Assistant Clerk of the Council assists the Clerk of the Council in the administration, management and coordination of the City Council's office. Carries out the authority of the Clerk of the City Council in his or her absence. This position is responsible for providing full support to at least one standing committee. Provides legislative support services to the City Council including attending evening meetings, agenda preparation, recording minutes, recording votes and scheduling meetings and/or hearings.

Provides support services to the Committees of the Council and their Chairs and works with City Department Heads, Lawyers, Residents, and other Committee Clerks. Oversees the creation of the Council's Docket and Reports Docket. Issues licenses and permits governed by the City Council and oversees departmental data processing and file maintenance.

Essential Elements

• Supervise, organize, and coordinate the daily functions of the City Council's Office and monitor the performance of office staff.
• Draft the bi-weekly docket including the assignment of docket numbers and proofing of the text. Provide guidance to Councilors and Committee Clerks in framing issues for the docket.
• Oversee the completion of the Reports Docket on a bi-weekly basis and coordinate the Committee Clerks to complete this task in a timely fashion.
• Provide clerk support to Council Committees including assisting in the drafting of committee agendas, reports, and meeting support material.
• Generate written communication for Council members requesting information from City Departments or outside agencies.
• Conduct research and archival retrieval for Council Committees.
• Exercise discretion in handling and monitoring confidential matters in executive session.
• Provide Legislative Research in order for the Council to effectively carry out their duties.
• Maintain and update the City of Newton Ordinances as the City Council passes new ordinances. Make sure that the website reflects the most up to date ordinances. Lead the Ordinance recodification process every five years.
• Oversee the receipt of completed applications and the issuance of various licenses, certificates, permits and other legal papers. Works with the Law Department to make sure current state and local procedures are followed.
• Respond to inquiries both in person and via phone, e-mail or fax, and provide information to petitioners, lawyers, citizens, and department heads regarding procedures and actions of the City Council.
• Assist in the direction, instruction, training and oversight of staff. Perform any office function as directed by the Clerk of the Council.
• As required, organize, coordinate and assign work to staff according to priorities and schedules. Periodically check or inspect operations for conformance to standards.
• Maintain liaisons with Community groups and other City agencies.
• Maintain and update information on the Council's webpage.
• Follow and adhere to department, City and other government rules, regulations, policies and procedures.
• Attend and participates in staff, department or other meetings.
• This position will need to work nights to attend Council Meetings and occasional civic events.

Secondary Elements

• Detects and reports improper operations(s), faulty equipment, defective materials and unusual conditions to Clerk. Ensures work area(s) and equipment are maintained in a clean, orderly and safe condition, that prescribed safety measures are followed, that established City and department policies, procedures, rules and regulations are adhered to.
• Performs other duties as required.

Supervisory Responsibilities

• Supervises at least 3 Committee Clerks. Responsible for providing direction, planning and assigning work, coordinating, and training employees of the Clerk of the Council's Office.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education and/or
  
  Experience:
  
  Bachelor's and three to five years of related experience and/or training or equivalent combination of education and experience. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Strong interpersonal skills, managerial skills and a sense of humor.
• Language
  
  Skills:
  
  Ability to read and interpret documents such as reports and procedures manuals. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to citizens or employees of the City.
• Mathematical
  
  Skills:
  
  Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals and percentages. Ability to apply…