Recording Secretary

Position: RECORDING SECRETARY
Position is open until filled

GENERAL DESCRIPTION

Attends meetings and takes minutes for Boards, Committees and Commissions as assigned. Most meetings take place during the late afternoon or early evening hours.

SUPERVISION RECEIVED

Works under the direction of the assigned committee, board or commission chairperson.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare agenda under direction of the Chairperson.
• Email agendas to designated City Clerk staff member for posting to city website within timeframe required under FOIA regulations.
• Distribute agenda and previous month's draft minutes, along with any correspondence received, to membership at least 5 days before meeting.
• Make adequate number of copies of above for distribution at meeting.
• Attend meeting and take minutes.
• Send draft minutes to designated City Clerk staff member for posting on city website within 5 days of meeting.
• Make corrections, if required, to approve minutes and send to designated City Clerk staff member for posting on city website.
• Communicate with designated staff any committee requests for information, etc.
• Duties may be revised at any time at the discretion of the Chair of the respective board/committee/commission.

NONESSENTIAL DUTIES

None.

KNOWLEDGE, SKILLS AND ABILITIES

• Should be familiar with the Freedom of Information Act requirements for posting of agendas and minutes and minute content.
• Must be computer literate.
• Good knowledge of standard computer software such as Microsoft Word, Adobe, etc.

QUALIFICATIONS

Municipal clerical or board/committee experience required. Familiar with taking minutes preferred.

SPECIAL REQUIREMENTS

None.

TOOLS AND EQUIPMENT USED

Computer, telephone, copy machine, scanner and other general office equipment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is frequently required to sit, talk, listen, walk, use hands and fingers to operate office equipment and reach with hands and arms.

The employee may occasionally have to lift/or move up to 10 pounds. Specific vision abilities required for this job include close vision and the ability to adjust focus. Must be able to read and comprehend standard instructions, write straightforward correspondence and effectively present information in on-on-one situations. The position requires the ability to apply common sense understanding in carrying out instructions and deal with standardized situations involving occasional or no variables.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The work is conducted in typical office working conditions with virtually no disagreeable features. The noise level in the work environment is generally quiet.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

GENERAL GUIDELINES

The duties listed above 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.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.