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 the general direction of the City Clerk. Assignments are in the form of general outline or desired results, with methods and processes expected to be developed and implemented as appropriate. This is advanced administrative work. Incumbents work in a setting of great complexity, continuously dealing with sensitive or controversial matters, having continual public contact, and ensuring that all activities under their control meet defined objectives. Work requires the exercise of initiative, sound judgment and discretion in the performance of their duties.

    SUPERVISION RESPONSIBILITIES:
Usually none; however, the employee may be required to give direction/training to interns, part-time employees and/or new employees.

    WORK PERFORMED:
Plans and organizes office and work flow activities to meet unit objectives in a timely manner; evaluates work procedures and methods to ensure quality, effectiveness, and efficiency of operations; anticipates events, trends, consequences, and/or problems. Provides support to the city clerk, mayor and city council, and appropriate boards and commissions. Handles arrangements for city council meetings, board of adjustment meetings and other meetings as appropriate; notifies council members, board and commission members and other appropriate individuals of meeting details; prepares and posts agendas, minutes, public notices and other correspondence, and mails information as appropriate. Assists the city clerk in organizing and maintaining official city records, which include council meeting minutes, ordinances and resolutions. Conducts historical research and data compilation for the city clerk, mayor, city council, city staff and the public, ensuring accuracy and completeness. Organizes and maintains the boards and commission membership information; prepares board and commission vacancy notices; reviews applications submitted for eligibility; and provides a summary of those eligible to the Council for appointments. Maintains various reference files, assembles and organizes data, and prepares necessary reports. Drafts general correspondence; plans drafts, performs research/collects information for various special reports, forms, publications and other materials, ensuring accuracy and completeness. Types statistical reports, general correspondence and other materials on a word processor and personal computer, including formatting, preparing, and editing and verifying information using a variety of software packages in a Windows environment. 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. May take complex dictation and notes of meetings; makes travel arrangements; arranges meetings; maintains appointment calendar; schedules and attend meetings when necessary. Maintains and verifies payroll information, purchasing information, and maintains accounts receivable files; maintains records on budget expenditures; reconciles and maintains pro-card and travel card transactions; maintains personnel files; orders and maintains supplies and equipment. Greets callers and visitors; handles and processes incoming agency calls; directs inquiries to the proper source and responds to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies. Screens incoming calls and correspondence and refers to appropriate staff for action; assembles relevant attachments for notes for instruction or disposition. Develops and administers operating records; coordinates activities with other sections in the department, or outside agencies or departments, as appropriate. Establishes control procedures for document handling and storage in accordance with applicable laws and regulations. Ensures appropriate confidentiality of all information, correspondence and reports in the Department. Formulates, recommends, and on approval, implements procedural changes in clerical operations; recognizes and takes reasonable corrective action or minor deviations from normal routine operations. Reminds city clerk of daily activities, agendas, schedules, appointments and related details. Assumes duties of the city clerk when he/she is unable or unavailable to perform those duties. May be responsible for relieving switchboard operator or receptionist. Performs related duties as needed or assigned.

    PARTIAL LISTING OF MINIMUM QUALIFICATIONS:
Graduation from high school and five years of experience in responsible clerical and administrative work; or any combination of education and experience which would provide the following knowledge, skills, and abilities: Thorough knowledge of departmental operations and organization. Thorough knowledge of standard office procedures, effective practices and processes, and office equipment. Ability to make independent decisions in accordance with established policies and procedures. Ability to work independently to plan projects from inception to completion with minimal supervision. Knowledge of basic financial systems and ability to review and analyze financial reports and records. Ability to learn and use specialized language and technical terms. Ability to prioritize, organize, and perform work independently and under pressure, while complying with deadlines. Ability to establish and maintain an effective record keeping system. Ability to prepare detailed minutes and to transcribe at a reasonable rate of speed. Knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Ability to proofread, research files and logically organize information. Ability to operate a variety of office equipment, including computers and other electronic equipment. Proficiency in Word and Excel and the ability to master City systems, such as HTE. Ability to communicate effectively, both orally and in writing. Ability to follow verbal and written instructions. Ability to successfully complete the City Clerical Exam and typing test prior to application deadline. Ability to establish and maintain effective working relationships with other employees, City officials, and the general public. 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. Excellent work history and attendance record. Ability to work additional hours as needed.

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