Help Wanted: City Clerk, City of Kinston
General Definition of Work:
Performs administrative work, maintain official municipal records and documents and provide support to the City's legislative body, and related work as required. Work is performed under the limited supervision of the Mayor.
Essential Functions/Typical Tasks:
Serving as Clerk to the City Council and as custodian of all official City records; preparing and maintaining official City records and files; updating the City Code; preparing reports. Attends all official meetings of the City Council; prepares and disseminates meeting minutes; complies with statute requirements regarding proper notice procedures for meetings, public hearings and special interest items; prepares necessary ads for publication and signs for public postings.
Establishes agendas for meetings based on items presented for discussion; produces and distributes agendas. Manages and safeguards official city records including meeting minutes, ordinances, manual of fees and charges, manual of traffic provisions, contracts, agreements, easements and other documents deemed as public records in accordance with established records retention schedules and as provided by staff.
Maintains the City Code of Ordinances; manages codification through temporary supplements and outside vendor; updates the manual of fees and charges and manual of traffic provisions. Maintains database of cemetery records; collects and processes payments and issues deeds to document sale of lots; documents transfers of ownership; issues burial permits; assists funeral homes, monument companies, families and the general public with location of grave sites and/or genealogical research.
Develops City Clerk's office and governing body operating and capital budgets; monitors expenditures; obtains quotes for purchases over $1,000; generates purchase orders, requisitions, receiving documents, check requests and other required financial documents.
Performs administrative and office assistance functions for the Mayor, Council members, management and legal staff; drafts proclamations, welcome letters, recognition certificates and other ceremonial documents for presentation by the Mayor or Council members; drafts or reviews submitted ordinances/resolutions for consideration by Council; distributes official copies as appropriate.
Maintains up-to-date membership rosters of various Boards and Commissions; verifies candidate's eligibility to serve. Administers oath of office as necessary to City elected and appointed officials, police officers and other sworn personnel within the City government, as needed.
Answers incoming calls for the City Clerk's office, the Mayor and Council members; receives and responds to inquiries, requests and complaints; distributes messages; coordinates appointments. Performs related tasks as required.
Knowledge, Skills and Abilities:
General knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of municipal clerks; general knowledge of the organization and functions of municipal government; general knowledge of standard and approved practices and procedures employed in the processing, safekeeping and utilization of official municipal records and document; general knowledge of standard modern office administrative practices and procedures; considerable knowledge of the principles of grammar, spelling and composition; ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken; ability to express oneself effectively in oral and written forms; ability to handle confidential information in an appropriate manner; ability to establish and maintain effective working relationships with associates, council members, city officials and the general public.
Education and Experience:
Associates/Technical degree with coursework in business, secretarial science, or related field and considerable experience in office management work, preferably including some experience in the safekeeping and care of records, or equivalent combination of education and experience.
This work is sedentary and requires little to no exertion of force; work regularly requires speaking or hearing and frequently sitting, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions; work has no special vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with typewriters and/or computer printers, light traffic).