Provide clerical support for the City Administrator, Senior Staff and other city employees, as needed. Receive visitors, answer calls, and provide accurate information to customers, or direct them to appropriate city departments. Receive and appropriately distribute mail and packages internally each day. Deliver mail and packages to the Post Office or appropriate parcel service each day. Draft correspondence, resolutions, ordinances and other documents or reports, as directed. Attend City Council meetings as required, prepare agendas, take and draft meeting minutes. Attend other committee or board meetings as assigned. Purchases office supplies as needed. Participate in the arranging of meetings and travel accommodations, including credit card check out and vehicle transportation. Receive and issue park reservation requests and coordinate the same with the Parks Division. Receive and process special event permit applications and coordinate the same with appropriate City departments.
Receive applications for and renewals of City issued liquor licenses. Receive and assist with the applications for the renewal of Pawn Broker licenses. Provide assistance through the Administrative Services Director to the Fremont County Elections Office with general, primary, and/or special elections and voter registrations.
Under the guidance of the Records Management Officer, work with all departments in conforming to the established records retention policies. Assist with the City's record retention and may serve as custodian of records in the absence of the Records Management Officer to include security of said records and dissemination of any associated information as assigned.
Advertise agendas, and meetings according to statutory requirements. Maintain updates on legal publications. Prepare and distribute City Council and committee agendas; prepares and/or publishes all necessary public notices, ordinances, and resolutions at the direction of the City Clerk. Assist in the preparation of official city records including minutes of meetings, ordinances, resolutions and other legal documents.
Organize and maintain the City's digital calendar, publish content and assist in the maintenance of the City's webpage, and receive and filter general emails to appropriate departments. Responsible for the City's social media presence and responding to social media inquiries. Maintain a positive tone to all posts and create/manage posts to help inform the public on City business and/or interests. Assist in processing financial claims, including accounts payable and accounts receivable when necessary and coordinated by the Administrative Services Director. Receive payments in accordance with the City's Cash Handling Policy. May assist other departments with duties assigned and coordinated by the Administrative Services Director and/or City Administrator. Other duties may be assigned.
Supervisory responsibilities: None. Supervision received: Works under the general supervision of the Administrative Services Director.
Core competencies: Adaptability, Communication, Cooperation, Customer Service, Dependability, Initiative, Job Knowledge, Judgment, Planning & Organization, Quality.
Qualification requirements: High School diploma or general education degree (GED). Three (3) years of experience in the clerical support field. Combination of education and experience will be accepted. Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose simple correspondence. Ability to effectively present information to customers, clients and other employees of the organization in one-on-one and small group situations. Considerable knowledge of grammar, spelling, punctuation and office practices and procedures.
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