Committee Clerk

Job Description Primary purpose

The Committee Clerk is responsible for administrative and clerical support for the City Council committees and is responsible for the day-to-day execution and administration of the business for assigned committees, exercising judgment to ensure that all work is prepared and completed in a timely, professional and independent manner. In addition, this position supports special projects requested by the President of the Council as well as for the assigned Committee chairs as well as other duties as assigned to assist with smooth operations of the department and assigned committees.

The Committee Clerk also provides citizen service by providing information on all aspects of the functions and actions of the City Council.

Supervision Received:
Under the direction of the City Clerk and the Assistant Clerk of the Council, position is responsible for administrative and clerical support for the City Council committees and is responsible for the day-to-day execution and administration of the business for assigned committees, exercising judgment to ensure that all work is prepared and completed in a timely, professional and independent manner.

Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments and only elevates concerns to supervisors when matters require interpretation or policy decisions.

Supervision Given:
Has no supervisory responsibility.

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Provides Council Leadership support by reviewing and preparing Council dockets, agendas, reports and Council Orders.

Provides Committee support by reviewing and preparing Committee agendas and reports along with supporting documents, making recommendations for scheduling, preparing communication for Committee Chairs, prioritizing agenda items, attending bi-monthly evening meetings of assigned Committees, providing staff support during meetings, managing legal requirements of public hearings including proper notifications and placing legal advertisements and provide advice and recommendations regarding the legislative process for Committee members, city personnel and citizens.

Committee Clerk must possess detailed familiarly with all items before assigned Committees.

Provides overall City Council support by generating written communication for Council members, requesting information from City Departments or outside agencies, coordinating review of docket items and requests with appropriate Department Heads, conducting research and archival retrieval, providing support for special committees of the Council as needed, exercising discretion in handling and monitoring confidential information in executive sessions and providing guidance to Councilors in framing issues for the docket including providing advice and recommendations of the legislative process.

Committee Clerk must possess familiarity with all items before the City Council.

Provides citizen service by notifying interested citizens of upcoming agendas items, directing and explaining City Council and Committee processes and items and responding to citizen inquires of all kinds via telephone, email and office visits including research and archival retrieval.

Manages website content by posting all agendas, reports, supporting documents and audio to the City website and keeping Committee pages updated for retrieval by the public as well as City Councilors. Updates government directories and documents as necessary.

Possesses a working knowledge of the City Ordinances, an expert knowledge of ordinances and processes pertaining to assigned committees, general knowledge of…