Under the direction of the City Administrator (CA), the Assistant City Administrator / City Clerk (ACA/CC) performs a variety of responsibilities in support of the City Administrator, Mayor and Board of Aldermen. Broadly, these responsibilities can be defined as administration of the duties of the Office of the City Clerk including providing notification to the public of all public meetings and hearings and maintaining all of the City’s records, assists with community outreach including the City’s website and digital newsletter, serves as the Election Clerk coordinating voter registration and candidacy filings, supports all City boards and commissions, and performs research and studies as requested by the City Administrator. This position serves at the will of the City Administrator and requires a two-year commitment.
About This Position:
Under the direction of the City Administrator (CA), the Assistant City Administrator / City Clerk (ACA/CC) performs a variety of responsibilities in support of the City Administrator, Mayor and Board of Aldermen. Broadly, these responsibilities can be defined as administration of the duties of the Office of the City Clerk including providing notification to the public of all public meetings and hearings and maintaining all of the City’s records, assists with community outreach including the City’s website and digital newsletter, serves as the Election Clerk coordinating voter registration and candidacy filings, supports all City boards and commissions, and performs research and studies as requested by the City Administrator. This position serves at the will of the City Administrator and requires a two-year commitment.
SALARY RANGE: $65,000 to $88,500 / Annually
Essential Position Functions
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by this position classification, only a representative summary of the primary duties and responsibilities:
- Maintains all official records of the City, including business records, election records, and records of all boards and commissions including council proceedings, executive sessions and meetings
- Prepares, files, and keeps a journal of records for safekeeping
- Liaison to the Mayor and Council
- Responsible for “Notice of Attendance” postings, open records request processing
- Administers Oath of Office to newly elected Aldermen and Police Officers
- Leads the Department of Administration, processing invoices, managing the department’s budget, processing payroll and backing up the Finance department as needed
- Responsible for codification of the Code of Ordinances for the City
- Maintains the City of Greenwood website, social media presence, notices and postings, all city calendars, and the City Hall Digital Sign messaging. In addition, coordinates content for the Quarterly City Newsletter
- Registers members of the public to vote and the filings of candidates, plus drafts election ordinances for BOA approval
- Coordinates the Mayor’s Christmas Tree Lighting event services and other special events
- Assists with updating all City position descriptions and evaluation standards for each position
- Orders City Hall supplies
Required Job Competencies
- Knowledge of administrative policies and procedures of the City of Greenwood
- Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software
- Ability to establish and maintain accurate records of assigned activities and operations.
- Ability to interpret and implement local policies and procedures; written instructions; general correspondence; Federal, State, and local regulations
- Skilled in organizational management and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority
- Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision
- Ability to think quickly, maintain self-control, and adapt to stressful situations
- Knowledge of computer software that is consistent for this position
- Ability to perform mathematical calculations
- Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
- Ability to understand and effectively carry out verbal and written instructions.
- Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
- Ability to communicate detailed and often sensitive information effectively and concisely, both orally, and in writing.
- Ability to handle sensitive interpersonal situations calmly and tactfully.
- Ability to maintain effective working relationships with individuals within and outside the organization.
- Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provision of Freedom of Information Act, and other applicable State and Federal statutes and regulations.
- Able to understand and communicate:
- City Codes and State Statutes related to fourth (4th) class cities in the State of Missouri
- Missouri Sunshine Law specifically, open meeting requirements and closed meeting exemptions.
- Relevant city, state and federal laws, rules, regulations, ordinances, and council policies for the operation of the city, including election laws, licensing and records management regulations and Roberts Rules of Order.
- Principles and practices of public administration, municipal government, and personnel management.
- Able to prepare and analyze complex data and numerical computations and comprehensive reports.
- Maintains confidentiality and communicates with tact and diplomacy.
- Administers assigned programs and services.
- Is courteous, even-tempered, cordial, patient, impartial, and cooperative when dealing with supervisors, co-workers, elected officials, and the public
- Has effective oral and written communication skills
- Plans, directs and coordinates various administrative and human resource functions
- Interprets and administers policies and procedures within assigned area and is able to explain and discuss those policies and procedures with staff and other constituencies.
- Displays a working knowledge of;
- Principles of business letter writing.
- How to utilize personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.
- How to establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public.
Minimum and Preferred Education Requirements
Bachelor's degree from an accredited college or university in business, public administration or a related field. Master's degree in business, public administration, or related field preferred.
Minimum and Preferred Experience, and Other Requirements
Three to five years of progressively responsible related experience, including supervisory, or any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Physical and Work Environment
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.
- This work requires occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to handle or feel, and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.
- Work has standard vision requirements.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Hearing is required to perceive information at normal spoken word levels.
- Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
- May require dealing with persons who are verbally hostile or aggressive.
- Work is conducted in an office setting (e.g., business office, light traffic).
