This job application is open until filled. Please apply as soon as possible in order to be considered. The job application will close without further notice.
The City Clerk serves in a professional appointed position providing administrative support to the Mayor and City Council and other duties as prescribed by the City Manager.
Work involves responsibility for recording and maintaining all Council records.
The position has specific responsibilities for preparing the city council meeting agendas, packet information and coordinating with the City Manager and other city staff for scheduling agenda items and work sessions. The position involves major responsibility for creating and maintaining minutes of all public and executive council meetings. Work includes responsibility for preparing and maintaining ordinances, resolutions, distribution of materials, issuing a variety of annual and temporary licenses and permits, maintaining and updating pages specific to the City Clerk on the City's website, for updating and maintenance of the City's Code of Ordinances. Work is performed under the administrative direction of the City Manager.
Key responsibilities include:
• Records and maintains the minutes of all public and executive meetings of the City Council; prepares and distributes meeting agendas; maintains up to date records of all city ordinances, resolutions and contracts; ensures purchase orders are approved for council approved payments; prepares and publishes public records and information.
• Prepares and issues some city permits and licenses; maintains records of license holders and fee payment status; notifies holders as to renewal requirements; issues receipts and collects license fees.
• Signs and seals all ordinances, resolutions and contracts; certifies the same when needed; prepares and finalizes all new and/or specific ordinances to be included in the on-line municipal code.
• Receives and reviews applications for special events on the Great River Plaza or neighborhood events and events involving city streets; sends to appropriate city departments for review; ensures requirements are met; creates reports for City Council approval; sends written confirmation to sponsors and collects fees as needed.
• Serves as the election official of the city; prepares filing packets for candidates for office on a biennial basis, answers questions and receives filings from candidates; member of the Electoral Board and administers oaths of office to newly elected officials.
• Serves as the Freedom of Information Officer; assists customers with requests, distributes requests to city departments and ensures requests are researched and submitted back to the office of the City Clerk in a timely fashion.
• Coordinates and prepares the list of city employees and boards and commissions required to complete a statement of economic interest for Rock Island County.
• Provides confidential administrative support to the Mayor, City Council and City Manager. Understands the confidential nature of the work and sensitive political atmosphere.
Requirements of Work:
Education: Two-year college or business school with major course work in business administration or public administration.
Experience: Thorough administrative experience at the executive level.
Education/Experience: Equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
• Take, transcribe and distribute minutes of formal meetings.
• Knowledge of software packages for the purposes of word processing, spreadsheet applications, database management, power point presentations and website.
• Knowledge of local, federal and state statutes, rules, regulations and procedures pertaining to the preparation of agenda related materials and maintenance, storage, retrieval and destruction of public documents.
• Knowledge of municipal election procedures related to rules of conduct and local, state and federal laws.
• Knowledge of City Code of Ordinances.
• Ability to find and use resources available to assist in the performance of the job.
• Ability to utilize written and verbal communication in the development and presentation of reports.
• Ability to establish and maintain effective working relationships with other staff and officials of other agencies and the public.
• Ability to handle multiple tasks simultaneously with frequent interruptions.
• Ability to work independently and efficiently.
Our ideal candidate also has:
Graduation from a two-year college or business school with major course work in secretarial science or thorough secretarial and administrative experience at the executive level; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
• Skill in the operation of devices using alphanumeric keyboards.
• Knowledge of software packages for the purposes of word processing, spreadsheet applications, database management and power point presentations for the cable access channel and website.
• Knowledge of modern office procedures, practices, and techniques.
• Knowledge of legal compliance for records retention and destruction of documents.
• Ability to present ideas effectively, orally and in writing.
• Must meet residency requirement within one year of hire date.
For more information about our community, employee benefits or a complete job description visit our website at: www.rigov.org.