[R.O. 2014 §117.010; Ord. No. 402 §1, 4-24-1980]
The office of City Administrator, in accordance with Section 77.042, RSMo., is hereby created.
[R.O. 2014 §117.020; Ord. No. 402 §2, 4-24-1980]
The City Administrator shall be employed by the Board of Aldermen with the approval of the Mayor, and such appointment and employment may be for a definite or indefinite term of office.
[R.O. 2014 §117.030; Ord. No. 402 §3, 4-24-1980]
The person appointed to the office of City Administrator shall be chosen solely on the basis of his/her executive and administrative qualifications and shall be at least twenty-one (21) years of age, and that he/she devote his/her full time to the performance of the duties of his/her office. The Board of Aldermen may also require that the City Administrator meet other personal qualifications.
[R.O. 2014 §117.040; Ord. No. 402 §5, 4-24-1980]
The City Administrator, before entering upon the duties of his/her office, shall file with the City a blanket bond in the amount of not less than one hundred twenty thousand dollars ($120,000.00) conditioned upon faithful and honest performance of his/her duties and the rendering of full and proper accounts to the City for funds and property that shall come into his/her possession or control. The cost of said bond shall be paid by the City, however, should the City Administrator be covered by a blanket bond to the same extent, an individual bond shall not be required.
[R.O. 2014 §117.050; Ord. No. 402 §6, 4-24-1980]
The City Administrator shall receive a salary as set by ordinance for the performance of his/her duties of office, and such compensation may be determined from time to time by the Board of Aldermen and approved by the Mayor. Such compensation shall be payable according to pay periods established by the City.
[R.O. 2014 §117.060; Ord. No. 402 §7, 4-24-1980]
The City Administrator shall serve at the pleasure of the Mayor and Board of Aldermen. The Mayor, with the consent of the majority of the members of the Board of Aldermen may remove the City Administrator from office at will. The City Administrator may also be removed by a two-thirds (2/3) vote of all members of the Board of Aldermen independently of the Mayor's approval or recommendation. If requested, the Board of Aldermen shall grant said City Administrator a public hearing within thirty (30) days following notice of removal. Pending such hearing, the Board of Aldermen may, by three-fourths (3/4) vote of its members, suspend the City Administrator, but shall continue his/her salary, and, if after hearing, it is determined that the City Administrator was removed from office for acts of dishonesty or of moral turpitude, such salary shall not be paid.
[R.O. 2014 §117.070; Ord. No. 402 §§8 — 9, 4-24-1980]
The office of City Administrator shall be a full time position and the City Administrator shall perform his/her duties during the hours set by the Mayor and Board of Aldermen and he/she shall not hold outside employment for remuneration.
The City Administrator shall be the Chief Administrative Assistant to the Mayor and the City Administrator shall have general superintending control of the administration and management of the government business, officers and employees of the City, subject to the direction and supervision of the Mayor. All City Officers and employees, except the Police Department and elected officers, shall be appointed and discharged by the City Administrator, however, the Board of Aldermen may, from time to time, make reasonable rules and regulations governing the same. Additionally, the City Administrator's duties shall include, but not be limited to, the following:
Coordinate budget requirements with individual department heads and assist in departmental budget development as may be required and prepare the overall City budget.
Attend the meetings of the Board of Aldermen and attend any other meetings or hearings as directed by the Mayor or Board of Aldermen.
Prepare and assist in the preparation of and distribution of newsletters and news-releases to the citizens.
Schedule and arrange any travel or meetings for the Mayor, Board of Aldermen, and other City officials as is necessary or as requested.
Receive and deliver to the appropriate party, all messages applicable to City business and coordinate and implement all necessary actions which may be required or directed by said messages. This shall include any messages directed to or between the Board of Aldermen and Mayor from the citizens, department heads, City employees, or other persons. This shall include when necessary, the suspension, removal, or discharge of City employees. All hiring and firing actions of the City Administrator shall be based on actual merit and qualification or disqualification of the officers and employees without regard to race, creed, national origin, sex, religion, marital status, or political belief or affiliation.
Prepare and publish any documents necessary to educate others regarding procedures necessary to handle any City business, and to prepare and publish any and all applications concerning government grants when so authorized by the Mayor and Board of Aldermen.
Procure, develop, maintain, publish and issue all standard and special forms used in the conduct of City business.
Coordinate arrangements for repair and/or maintenance of City equipment or physical plant facilities.
Schedule the use of City building facilities including but not limited to the community room and counsel room in City Hall by City personnel, or other citizens, organizations or persons.
Be purchasing agent for the City, and as such, develop procedures and systems applicable to procurement and purchases in order to conform with all statutory requirements, and establish and maintain files regarding the business dealing with procurements in accordance with the policies of the Mayor and Board of Aldermen.
Establish and maintain files and procedures to insure that all insurance needs of the City are maintained and kept in effect for coverage as approved by the Mayor and Board of Aldermen.
Establish, prepare and maintain procedures for coordination of the transfer of functions during changes in administration, including any changes in the membership of the Board of Aldermen or changes in the membership of any board or changes in any City office. Periodically review and recommend any necessary changes in departmental training procedures so as to maintain currency and availability.
Deal with all personnel matters of general concern to employees.
Establish and maintain files and procedures with regard to State and Federal grants and assist in the preparation of request for such grants including follow-up action and preparation of any reports required to comply with the requirements to receive such grants.
Develop and recommend policies for issuance by the Mayor and Board of Aldermen regarding any improvements to administration of the City's business, including but not limited to records retention programs, personnel procedures, maintenance and up-keep of City property.
Prepare and maintain a calendar of events which may require attention of City officials or department heads.
Provide coordination between City Boards or Commissions in any outside functions, including but not limited to, swimming-pool management and such independent contractors as may be required.
Substitute and assist in the City Clerk's office when directed by the Mayor or when necessary, assist all departments in loaning employees between each other as may be required to meet special conditions, events or situations such as illness or vacations, catastrophe, weather conditions, etc., so that the City business may function in as efficient a manner as possible.
Prepare, develop and maintain job descriptions applicable to City functions; handle all applications for employment, arrange interviews, testing and maintain files upon applicants.
Develop and maintain procedures for the incorporation of and enforcement of all Federal, State and Municipal Codes or requirements in any City function.
Develop and maintain an adequate information management system in order to assure timely reporting of budget versus actual receipts, expenditures and variances. Analyze variances to budget revenue and extend it to reports. Make recommendations and recovery plans regarding variances to budget targets. Assist with publication of financial statements as requested by the Board of Aldermen and the Mayor.
Review and approve purchase orders and/or contracts for items or services. Establish and maintain contact with vendors representing suppliers or potential suppliers to the City of supplies or services and disseminate information to any City official or employee of possible new items or services available to the City in which the City may be interested. Develop and implement procedures for receiving, opening and review of all bids for proposed City contracts. Assure that summaries of compliance with specifications and bid pricing information are available from the appropriate department heads for review and approval by the Mayor and Board of Aldermen.
Investigate, examine or inquire into the affairs and operations of any department when necessary as a function of the City Administrator's general superintending control of the administration and management of government business.
Be responsible for sale of personal property belonging to the City with the approval of the Board of Aldermen.
Perform such other duties as may be requested by the Mayor or Board of Aldermen or as required by ordinance not inconsistent with the Statutes of the State of Missouri, or the laws and ordinances of the City of Marshfield.
Account to the Mayor and Board of Aldermen for any actions taken when requested to do so.