CITY COUNCIL CLERK

SUMMARY

This is a high-level office management position in which the incumbent functions as the principal administrative and clerical support to the President of the City Council and the Council Members.

The Clerk of Council provides office management, secretarial and clerical support to the Council in the areas of research and correspondence and serves as a liaison between the legislative and executive branches. Work involves public contact as it relates to giving of information and receiving phones calls, etc. Considerable tact and courtesy are required in all public contact. Work is performed under the general supervision of the President of the Council; assignments are received through conferences and written instructions; and work is reviewed by observation of results achieved. The Clerk of Council shall be appointed by the City Council and shall compile the minutes and records of proceedings, its ordinances, and its resolutions as provided by Section 21-8-13(1) Mississippi Code of 1972.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 Organize and assemble documents in paper and electronic form necessary for the agenda of city council meetings under the direction of the President of the Council.

 Generate and deliver agenda packets on paper and electronically to members of the council and the mayor by the end of the work week prior to the Council meeting.

 Attend meetings of the city council.

 Compile accurate and legal minutes and record proceedings, ordinances and resolutions as required.

 Assist city attorney in research and preparation of city council-requested measures and projects and update city council on changes in municipal law.

 Prepare follow-up documents (orders, ordinances and resolutions) indicating actions and prepare electronic records to include working with the city clerk/CFO to maintain and update minute books in a paper and electronic format.

 In conjunction with the city clerk/CFO, process and monitor required legal advertising of city-council measures and updates to the municipal code.

 Organize, maintain and update detailed paper and electronic filing system.

 Provide clerical support and scheduling for council members.

 Route and handle city correspondence related to city council.

 Locate and assemble information for reports as requested by the city council.

 Provide input for preparation of city council budget and monitor budget availability and expenses and report same to city council as requested.

 Work with the administrative assistant of the mayor to make arrangements for travel, conferences and meetings.

 Attend department head meetings and make reports to keep city council informed of ongoing events and projects.

 Work with city public communications director to maintain a current and interactive on-line presence for the city council on the city website and to disseminate any external advertising requested by the city council.

 Provide general and specific staff assistance to the Council in legislative and executive branches.

 Function as liaison between legislative and executive branches.

 Place local and long distance calls upon request to various officials, the news media, and other parties; refer incoming telephone calls and visitors to the appropriate person or functional area.

 Upon authorization by the city council, work with the city attorney’s office on specialized tasks or programs related to the city council’s mission and policy priorities.

 Perform other duties as assigned by the city council.

SUPERVISORY RESPONSIBILITES:

 None

QUALIFICATION REQUIREMENTS:

To form this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

EDUCATION AND/OR EXPERIENCE:

 High school diploma or equivalent is required. Preference will be given to an accredited, four-year college degree with emphasis on language and office communication. Work experience and community college degree

may be substituted for four-year-college preference with working knowledge of the City of Tupelo organization or extensive knowledge of general functions of municipal government.  Experience of a progressive, responsible nature in office work.

 Experience in taking note taking methods such as shorthand and

transcribing audio and video notes.

LANGUAGE SKILLS:

 Thorough knowledge of grammar, spelling, punctuation and modern

office practices;

 Ability of express ideas effectively orally and in writing;

 Ability to perform assignments on the basis of general outlines or

directions without specific instructions as to details.

OTHER SKILLS REQUIRED:

 Skilled in accurate note taking methods (e.g. shorthand); the operation of a typewriter/keyboard, word processing software (Word, Adobe), report generating software (Excel or other); agenda scheduling and creation

software (e.g. Municode Meetings or similar programs); email and scheduling software (Outlook)

 Ability to type material of any degree of difficulty at a high rate of speed and take;

 Ability to transcribe dictation of any degree of difficulty;

 Ability to establish and maintain effective working relations with the general public and other employees;

 Knowledge of the organization and functions of municipal governments.

MATHEMATICAL SKILLS:

 Ability to make mathematical calculations.

REASONING SKILLS:

 Ability to carry out detailed instructions;

 Ability to do work in a timely fashion or manner.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation, which does not create undue hardship, will be made to enable individuals with disabilities to perform the essential functions.

 While performing duties of this job, the employee is regularly required to talk, hear, walk, or stand.

 On various occasions employee will be required to lift up to 50 pounds.

 Specific visions abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation, which does not create undue hardship, will be made to enable individuals with disabilities to perform the essential functions.

 While performing the essential functions of this job, the employee works in an office environment constantly receiving phone inquiries as well as a constant influx of traffic.

DISCLAIMER;

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others; the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skill required of all personnel so classified. The job description is not an employment agreement and/or expressed or implied employment contract.  Management has the exclusive right to alter this job description at any time without notice.

To comply with the Americans Disability Act (ADA), the City may make reasonable accommodations for qualified individuals with disabilities to enable them to perform the essential job functions.