Job Description

City of Columbia, Missouri, Human Resource Department
P.O. Box 6015, Howard Building, 600 East Broadway
Columbia, Missouri 65205-6015    573.874.7235

    DEPARTMENT / DIVISION:      City Clerk
Work is performed under general supervision of the City Clerk with the incumbent planning and carrying out assigned duties and resolving problems according to established guidelines and procedures. This is responsible and varied clerical/administrative work of a difficult nature. The employee is responsible for performing complex clerical work, operating with a high degree of independence over specified, standardized activity areas and refers only highly unusual or technical problems to supervisors for decision. Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, greeting the public and carrying out various related information processes.

    SUPERVISION RESPONSIBILITIES:
Generally none; however, the employee in this position may provide technical guidance to other employees as a function of responsibility over specific programs or operations.

    WORK PERFORMED:
Provides administrative support to the City Clerk, Mayor, and City Council. Types letters, reports, documents, and a variety of other material from rough draft, clear copy, dictaphone, shorthand, or notes, using a typewriter or electronic equipment, including formatting, data collection, and tabulation. Prepares and sends correspondence and form letters on general matters where instructions are clear and precedence is followed. Facilitates completion, collection, and flow of required forms/documents such as legal documents or notices, purchase orders/requisitions, job applications, claims and billings, requests for information, travel vouchers, or other forms indigenous to specialized operations. Maintains strict confidentiality of operations and records as directed. Handles arrangements for council, commission and committee meetings; notifies council members, commissioners, committee members and appropriate individuals of meeting details; records, transcribes, and distributes minutes of meetings as required. Maintains various reference files, assembles and organizes data, and prepares necessary reports. Researches clerical material and edits for inclusion into reports; recognizes variations and verifies completeness and accuracy of printed material. Schedules appointments, gives information to callers, handles or refers complaints/problems as appropriate, and generally assists in supportive clerical work; receives and distributes mail; schedules meetings; makes travel arrangements; transcribes dictation, as required. Reviews and verifies documents, general reports, and records for accuracy and conformance to departmental rules and procedures. Compiles and types statistical reports. Interprets and applies established policies and procedures where clear and ample precedents have been established; searches documents to answer factual inquiries and to locate information. Maintains records on budget expenditures and reconciles routine accounts; maintains payroll and personnel records; orders supplies and equipment. Greets callers and visitors; handles and processes incoming agency calls; screens calls and takes messages; directs inquiries to the proper source and answers questions within the context of established policies and procedures, with contact sometimes of a difficult nature; may initiate routine correspondence in performance of duties and response to services. Performs related work as needed or assigned.

    PARTIAL LISTING OF MINIMUM QUALIFICATIONS:
Graduation from high school and at least three years of related clerical/secretarial experience; or any equivalent combination of education and experience which would provide the following knowledge, skills, and abilities: Considerable knowledge of standard offices practices and procedures, equipment and clerical techniques. Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Ability to operate a variety of office equipment, including microcomputers and other electronic equipment. Ability to operate computers with proficiency in WordPerfect, Word, Excel, and Access, and the ability to master some City systems such as HTE. Ability to communicate effectively, both orally and in writing. Ability to make mathematical calculations and computations accurately. Ability to maintain moderately complex records and ensure their confidentiality. Ability to successfully complete the City Clerical Exam and typing test prior to application deadline. Ability to proofread, research files, and logically organize information. Ability to prepare minutes and reports. Ability to follow verbal and written instructions. Ability to multi-task, work under pressure, and to meet deadlines. Ability to establish and maintain effective working relationships with other employees and the general public. Ability and willingness to attend evening meetings. Excellent work history and attendance record. In departments where a vehicle is used to perform some duties or run errands, employees must possess/maintain valid Missouri Driver's License, excellent driving record and (in some cases) a dependable personal vehicle for on-the-job use.

PLEASE CONTACT HUMAN RESOURCES FOR COPY OF COMPLETE POSITION DESCRIPTION

Individuals needing accommodation to apply may call 573.874.7235
TTY Users call 573.874.6395
THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER:    MALE / FEMALE

THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING