CITY OF SALISBURY

CITY CLERK

DEFINITION

This position is the official, legally accountable, Clerk to the City Council appointed and duly sworn into official public office. The position is a part of the Management Team with the City Manager, Assistant City Manager, City Attorney and other department heads. Work involves creating, coordinating, and maintaining a permanent record of Council actions including historical and current official records; researching, interpreting and analyzing various reports and activities; and assuring that legally required Council operational processes and procedures are followed. The position requires the use of considerable judgment and independent action and includes the supervision and delegation of work to an office staff Work requires a high level of discretion and often requires the use and handling of confidential information.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the City Manager.

Exercises direct supervision over a clerical staff.

EXAMPLES OF DUTIES AND RESPONSIBILITIES – Duties and responsibilities may include, but are not limited to, the following:

Attends City Council meetings; takes minutes of proceedings; reads back motions as requested by Council members; operates recording equipment for permanent storage of City Council actions; prepares follow-up correspondence, as needed.

Prepares City Council agendas in conjunction with the Mayor and City Manager; determines or recommends order and placement of items on agendas, particularly as they relate to public hearings; assures proper posting of notices related to meeting times, places and agenda topics.

Responsible for coordinating the entry of public records into City's filing system; maintains official copies of City documents; retains schedules of official records; assures safekeeping of documents and records in accordance with state statutes.

Responsible for maintaining the City's Code of Ordinances System.

Assists in researching topics and obtaining copies of official records; provides factual information related to City Council actions; coordinates public requests to meet with the Mayor, City Manager and other members of the City Council.

Organizes and implements goals and outcomes assigned to the City Clerk's office by the City Manager or City Council.

CITY OF SALISBURY

CITY CLERK (continued)

Coordinates activities with various City Departments, citizens, other governmental units, outside agencies and organizations. Directs, oversees and participates in the development and scheduling of the Administrative department's work plan; assigns and coordinates work activities, projects and programs; monitors work flow; reviews and evaluates completed work, methods and procedures with the City Manager or his designee.

Participates in the development, adoption and administration of the Administrative Departments annual budget.

Prepares requests for payments to community agencies as appropriated in the annual budget.

Provides staff assistance to the City Manager, Assistant City Manager and City Council; prepares and presents staff reports and other correspondence, as needed.

Supervises staff; selects, trains and evaluates employees; establishes employee performance objectives.

Serves as official custodian of the City seal; administers oaths; supervises preparation of ordinances, resolutions and proclamations; takes affidavits and depositions; certifies copies of official records; accepts summonses and subpoenas.

Supervises placement of the City's legal advertisements.

Serves as alternate co-signer of City checks.

Receives and reviews applications for performance bonds.

Prepares and monitors the preparation of deeds for purchase of cemetery gravesites.

Provides administrative secretarial support for the Mayor, City Manager, Assistant City Manager and members of the City Council.

Receives petitions for street and alley closings; coordinates activities associated with implementation of such requests.

Receives annexation petitions; coordinates activities associated with implementation of such requests.

Receives requests for "Closing Out Sales"; coordinates activities associated with implementation of such request

Performs related duties, as assigned.

CITY OF SALISBURY

CITY CLERK (continued)

Knowledge Skills And Abilities

Thorough knowledge of the procedures, responsibilities and operation of the City Council and

the operation of various City departments.

Thorough knowledge of the North Carolina General Statutes and of local ordinances governing the responsibilities of the City Clerk and municipal government.

Thorough knowledge of State Open Meetings and Public Records Laws.

Working knowledge of computer programs including word processing, spread sheet and file maintenance programs.

Thorough knowledge of grammar, punctuation, syntax and spelling with the ability to compose

effectively.

Thorough knowledge of administrative practices and procedures.

Working knowledge of the principles and practices of supervision and modern office procedures.

Must possess exceptional organizational skills.

Skill in making scheduling and travel arrangements and decisions, including knowledge of hotel, airline, and car rental agency procedures.

Ability to effectively express ideas orally and in writing, including composing accurate minutes, reports, and correspondence.

Ability to assemble complex documents and to establish and maintain a variety of moderately complex files.

Ability to exercise initiative and independent judgment in the application of standards to a variety of work situations and to organize and plan work to meet deadlines in a variety of situations.

Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, and the general public, including irate citizens.

CITY OF SALISBURY

CITY CLERK (continued)

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

EDUCATION EXPERIENCE AND TRAINING

Any combination of education, experience and training that provides evidence of the knowledge, skills and abilities required to be successful in performing the duties assigned to the job class.

Education:

An Associate of Arts degree or equivalent from an accredited college with a concen-

tration of course work in public or business administration or other related field.

Experience:

Five years of responsible clerical experience and administrative office work that includes two years as a lead worker or supervisor.

SPECIAI REQUIREMENTS:

Must be a certified notary public or have the ability to obtain certification. Must be willing to attend and successfully complete courses at the Institute of Government of The University of North Carolina at Chapel Hill that apply toward certification by the International Institute of Municipal Clerks (IIMC) as a Certified Municipal Clerk. Be willing, once certified, to meet the requirements for entry into IIMC's Master Municipal Clerks Academy and progress toward receiving the Master Municipal Clerk designation.