OFFICE OF THE CITY MANAGER
CHARACTERISTICS OF THE POSITION: This is an administrative position, which maintains all City official records subject to general direction of the City Manager. This position requires considerable independent judgment and the ability to coordinate multiple assignments within established deadlines. Works under limited supervision and reports directly to the City Manager.
- Communicate policies and procedures to the general public and staff;
- Prepare drafts of presentations, resolutions, ordinances, contracts, proclamations, administrative policies and etc. as assigned;
- Responsible for the Passport Program;
- Responsible for overseeing the Scanning and Archiving Program;
- Responsible for maintaining and updating the City’s Website and Cable Channel;
- Perform/develop studies and standardize procedures to improve efficiency and effectiveness of operations;
- Prepare a variety of studies, reports and related information for accurate decision-making purposes;
- Serve as custodian of all official City records and public documents;
- Perform certification and recording for the City as required on legal documents and other records requiring such certification;
- Seal and attest by signature to ordinances, resolutions, and contracts, easements, bonds or other documents requiring city certification;
- Catalog and file all city records as prescribed by the Kentucky Revised Code;
- Attend Regular and Special Call City Commission meetings;
- Oversee or perform an accurate recording of the proceedings, preparation of the minutes utilizing proper legislative terminology, record, index and file for the public record;
- Distribute information as requested.
- Prepare and distribute agendas, materials, minutes and records of meetings as directed by state law.
- File ordinances and resolutions of the Commission and oversee the codification of ordinances into the municipal code;
- Prepare and advertise meeting agendas, bid and other advertisements, and legal notices of public hearings and special meetings as required by State Law;
- Provide public records and information to citizens, neighborhood groups, media outlets and other agencies as requested and in accordance with state law;
- Maintains Citywide records and information management program;
- Administer the City's record and information management policies and propose changes as directed by changing technology and/or City systems;
- Develop and administer the City's record retention and disposition schedules; preserve and protects the City's historical records and information;
- Administer the function of public records disclosure, assisting the public in accessing records and information in compliance with the Public Records Law and City policy;
- Provide accurate advice to the City Manager regarding automation needs and issues;
- Prepare purchase orders and/or bid requests;
- Maintain a variety of material, supplies, equipment, and other lists of items required by the City government;
- Prepare bid documents, including calls for bid, general conditions, specifications, etc. for purchases requiring formal bidding procedures;
ADDITIONAL JOB DUTIES:
- Performs additional duties as required.
DESIRABLE TRAINING AND EXPERIENCE:
- Graduate from a standard high school, or equivalency, supplemented by considerable experience working in an administrative or government office;
- Or any combination of education, training, and experience, which provides the necessary knowledge, skills, and abilities.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Must be proficient in Windows 2000/XP, Windows 2000 Server, and MS Office 2000/XP;
- Ability to establish and maintain effective working relationships with other governments and agencies, city officers and employees, and general public;
- Ability to use modern office machines such as: personal computer, photocopier, dictation equipment and/or transcription equipment, etc;
- Ability to communicate effectively, orally and in writing;
- Knowledge of the legal requirements relating to the maintenance and preservation of council minutes, records, and other city documents;
- Considerable knowledge of contemporary archival and records management principles and practices;
- Ability to analyze and solve complex problems pertaining to archival methods and procedures;
- Experience with automated storage and retrieval systems, electronic records, database design/management and electronic publication;
- Ability to conduct and maintain good public relations, detail-oriented;
- Ability to recall/access rules, regulations and laws relating to archives/records center and public record;
- Good organizational, communication and customer service skills.
NECESSARY SPECIAL REQUIREMENTS:
- Possession of, or ability to obtain, a valid vehicle operator’s license;
- Must be bondable;
- Possession of, or ability to obtain, a Notary Public;
- Must have completed, or be eligible to complete Certified Municipal Clerk program.
ESSENTIAL PHYSICAL AND ENVIRONMENTAL DEMANDS:
- Ability to communicate effectively and prepare reports requiring writing, reading, mental reasoning and interpretation;
- Ability to operate modern business machines such as: personal computer, photocopier, dictation equipment and/or transcription equipment, typically using hands and fingers;
- Ability to life 25-50 pounds as required;
- Work is typically performed in an office setting at a desk or table with intermittent standing or stooping.