[CC 2000 §1-7A-1; CC 1974 §2-28]
At the first (1st) regular meeting of the Board of Aldermen
and thereafter, within twenty (20) days after the annual April election
of each year, the Board of Aldermen shall appoint a City Clerk who
shall hold office until his/her successor is appointed and enters
upon the performance of his/her duties. Among other things, the City
Clerk shall keep a journal of the proceedings of the Board of Aldermen.
He/she shall safely and properly keep all the records and papers belonging
to the City which may be entrusted to his/her care; he/she shall be
the general accountant of the City; he/she is hereby empowered to
administer official oaths and oaths to persons certifying to demands
or claims against the City.
[CC 2000 §1-7A-2; CC 1974 §2-29; Ord. No. 946, 11-17-1997; Ord. No. 1100 §1 — 3, 2-13-2006]
A.
The
duties of the City Clerk shall be as follows:
1.
To have charge and custody of the seal, ordinances and other records,
papers and documents entrusted to his/her care and keeping by the
Board.
2.
To attend to such correspondence as may be required.
3.
To keep the journal of the proceedings of the Board of Aldermen and to enter therein the "ayes" and "nays" of the members on each bill presented for passage as an ordinance. The City Clerk must attend all regular and extraordinary meetings of the Board, usually held in the evenings after normal working hours. As to compensatory time see Section 115.085 of this Chapter.
4.
To attest to each ordinance passed by subscribing his/her name on
the face thereof.
5.
To issue and attest all warrants ordered by the Board of Aldermen
and, in general, to perform such other duties as may be prescribed
by law or ordinance or as directed by the Board of Aldermen.
6.
To be appointed as supervisor over administrative personnel.
7.
To prepare general administration's annual budget.
[CC 2000 §1-7A-3; CC 1974 §2-30; Ord. No. 953, 4-20-1998]
A.
Appointment. The Mayor shall appoint, subject to the approval
of the Board of Aldermen, a Deputy City Clerk for the City.
B.
General Purpose. The general purpose of the Deputy City
Clerk is to perform a variety of routine and complex clerical, secretarial
and administrative work in keeping official records, providing administrative
support to the City Clerk and assisting in the administration of the
standard operating policies and procedures of the office and the City.
In the absence of the City Clerk, the Deputy City Clerk will act on
behalf of the City Clerk with all powers and duties of the City Clerk.
C.
Supervision Of Deputy Clerk. The Deputy City Clerk shall
work under the general guidance and direction of the City Clerk.
D.
Essential Duties And Responsibilities. The duties and responsibilities
of the Deputy City Clerk shall be:
1.
Perform routine clerical and administrative work in answering phones,
receiving the public, providing customer assistance, data processing
and recordkeeping;
2.
Answer incoming calls and route callers or provide information as
required;
3.
Receive the public and answer questions, respond to inquiries from
employees, citizens and others and refer, when necessary, to appropriate
persons;
4.
Assist in the procurement of office materials and supplies;
5.
Prepare and monitor purchase orders;
6.
Compose, type and edit a variety of correspondence, reports, memoranda,
proclamations, resolutions and other material requiring judgment as
to content, accuracy and completeness as assigned by the City Clerk;
7.
Input data to standard office and department forms, make simple postings
to accounts, compile data for various reports;
8.
Maintain inventories and order office supplies and materials;
9.
Schedule appointments and perform other administrative and clerical
duties;
10.
Serve as acting City Clerk and attend Board meetings when directed
by the City Clerk;
11.
Provide voter registration and notary services for City business
only;
12.
Issue routine non-technical permits;
13.
Serve on various employee committees; and
14.
Perform any other duties assigned by the City Clerk.
E.
Skills, Knowledge And Abilities. The Board of Aldermen
hereby designates that the Deputy City Clerk work requires the exercise
of initiative, independent judgment and the application of departmental
policies, operating procedures, rules and regulations to a range of
work situations that involve considerable public contact. Work may
include the performance delegated administrative tasks in contrast
to more general clerical responsibilities; must be proficient in windows
based word processing applications with preference given to the current
City standard; knowledge of general bookkeeping, filing and general
office procedures, ability to operate related office equipment, including
copiers, fax machines, calculators, dictation machines and knowledge
of business English, spelling, arithmetic and grammar.
F.
Desired Minimum Qualifications. The desired minimum qualifications
of the Deputy City Clerk shall be a high school graduate or GED equivalent
with specialized course work in general office practices such as typing,
filing, accounting and bookkeeping and previous years of increasingly
responsible related experience or any equivalent combination of related
education and experience; considerable knowledge of computers and
electronic data processing, considerable knowledge of modem office
practices and procedures, some knowledge of accounting principles
and practices; skill in operation of office equipment, skill in taking
and transcribing minutes and ability to effectively meet and deal
with the public, ability to communicate effectively, verbally and
in writing.
G.
Compensation. The compensation of the Deputy City Clerk
shall be set at budget approval of each year.
