Position Description s59

POSITION DESCRIPTION

TITLE: CITY CLERK PERSONNEL AND HUMAN RESOURCES DIRECTOR

GRADE: SALARY

DEPT: ADMINISTRATION

Job analysis conducted: January, 2008

NOTE: Statements included in this job description are intended to reflect in general the duties and responsibilities of this classification and are not to be interpreted as being all inclusive. The employee may be assigned other duties, which are not specifically included.

RELATIONSHIPS

Reports to: Mayor, City Council

Subordinate staff: Procurement Officer, Executive Secretary, Office Assistant, Receptionist/Clerk, Administrative Assistant

Other internal contacts: Other City Departments and Employees

External contacts: Federal and State Agencies, Insurance Companies, Medical Centers, General Public, City Attorney and Alabama League of Municipalities

JOB SUMMARY

Under direction prepares and/or assists in preparation of ordinances, resolutions, contracts and other records and reports. Prepares documents for agenda for city council meetings and attends same. Reviews sections and codes pertaining to municipal government. Handles specialized technical correspondence for the city. Performs related duties as required. Legal research. Handles all personnel and insurance matters and maintains files and records. Assigned to carry out the Personnel Policy, Drug Policy and Workers' Compensation as written. Assist City Administrator when necessary.

JOB DOMAINS

A. MEETINGS, PREPARATION AND RECORDS City Clerk Page 2 of 5

1. Attend the meetings of the council and keep a record of its proceedings.

2. Prepares agenda for council consideration.

3. Prepares or assists in preparation of ordinances and resolutions proposed for introduction to council.

4. Prepares minutes of council meetings for distribution and approval.

5. Prepares correspondence requiring council attention.

6. Prepares petitions and notices for consideration by city council.

7. Informs city council of the need to renew insurance policies, make appointments required to fill vacancies on municipal boards and performs other council duties as assigned.

8. Signs and certifies city ordinances, resolutions, contracts, reports and other documents and supervises their transmittal and filing in appropriate books.

9. Takes custody of the corporate seal and official documents, attaches seal to bonds, deeds, contracts, notes and other city documents as required.

10. Independently performs a variety of high level clerical tasks.

B. AUDITING AND LICENSING

1. Verify all bills and claims requiring council approval for accuracy.

2. Submit all claims, requisitions and demands against the city to the council for its approval.

3. Assure that warrant is issued on the city treasury for the amount of such claim, requisition or demand.

4. Issues all licenses unless otherwise provided by ordinance, assure the money is received therefor, and paid over to the city treasurer.

5. Reviews and assists with preparation and award of competitive bids.

C. CUSTODIAN OF MUNICIPAL RECORDS

1. Maintain the rules, ordinances and resolutions of the council. City Clerk Page 3 of 5

2. Provide public access to the ordinances, resolutions, journals of meetings and other such public records to the public at all reasonable times.

3. Maintain and update city’s codification of ordinances.

4. Preserves all records handled through office invoices, receipts, cancelled notes, insurance premiums, official bonds, correspondence, election lists, contracts, notices required by law, audit reports, permit records, claims filed against the municipality and all other records ordered to be filed by the governing body.

D. ELECTIONS

1. Conducts all activities related to municipal elections pursuant to the state code.

E. PERSONNEL

1. Sets up and maintains all personnel files, includes personnel board files.

2. Processes in all new employees concerning benefits and assistance in filling out forms for personnel records.

3. Reviews and maintains an updated file on all new state and federal personnel laws.

4. Maintains up-to-date job descriptions.

5. Implements the Personnel Policy, including informing department heads on their duties and responsibilities.

6. Serves the personnel board as an advisor on city policy, procedure, rules and regulations, and hearing procedures.

7. Maintains files on all applications for employment as required by law.

8. Responsible for the coordination of the drug policy.

9. Assists employees with problems on insurance or other related personnel problems.

10. Assist City Administrator with programs and/or assignments as needed.

11. Makes the appointment for pre-employment physical and drug tests.

F. INSURANCE City Clerk Page 4 of 5

1. Monitors and reviews all insurance policies for the city to insure proper coverage.

2. Maintains up-to-date coverage on all new properties purchased by the city during the year.

3. Handles all paperwork on health insurance and dental insurance for the employees.

4. Assists employees with health and dental needs as they occur.

5. Handles all workers compensation claims and first injury reports.

6. Helps maintain workers compensation manual and follow up on all accidents.

7. Set up of procedure on handling workers compensation accidents.

8. Works with the doctors and medical centers to insure proper care of employees.

9. Handles all COBRA files.

10. Follows all workers compensation and liability claims to a conclusion and coordinates all paperwork.

KNOWLEDGE, SKILLS AND ABILITIES

1. Verbal skills to communicate factual information to employees, city administrator, mayor and the general public.

2. Writing skills to prepare reports, ordinances, resolutions and articles and submits to mayor and city council.

3. Reading skills to understand policies, manuals and information pertaining city government.

4. Knowledge of departmental and city rules, regulations, policies and procedures and state municipal law.

5. Ability to deal with public in a pleasant and effective manner, and to maintain effective working relationships with other employees.

6. Knowledge of word processing programs.

7. Knowledge of personnel practices, laws and guidelines.

OTHER CHARACTERISTICS

1. Possess a high school diploma or its equivalent. City Clerk Page 5 of 5

2. Minimum of five years experience in municipal government, office management and/or personnel management, certified in municipal clerk training preferred.

3. Possess a valid driver's license.

4. Willing to work overtime or other non-standard hours when necessary.

5. Willing to attend out-of-town meetings and job training programs.

6. Knowledge of word processing programs.

7. Thoroughness in all phases of duties performed in order to utilize the most efficient organizational skills.

8. Must be bonded by city insurance company.

9. Attends meetings of county, state and federal agencies and reports to council.

WORK ENVIRONMENT

The work environment is typical of such places as offices, meeting and training rooms, commercial vehicles, e.g., use of safe work practices with office equipment. The work area is adequately lighted, heated and ventilated.

PHYSICAL DEMANDS

The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.