City of Springfield

ADMINISTRATIVE AIDE/CITY RECORDER

Pay Grade: 30

FLSA Status: Nonexempt

Bargaining Unit: Nonunion

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of the City Manager, or Assistant City Manager, performs administrative, analytical, and secretarial duties supporting the activities of the City Manager, and Assistant City Manager; functions as the City Recorder with responsibility for elections, City Code/Charter and records management, and processing of official City documents. Performs related duties as required.

Essential Duties

1. Coordinates the preparation and the conduct of City Council meetings; records motions, votes, and official actions taken; oversees the preparation and distribution of meeting minutes and official documentation, and staff follow-up that may be required.

2. Develops the master schedule of agenda topics for Council meetings; reviews staff agenda reports and may coordinate related changes; prepares the agenda and schedules guests and speakers for various topics.

3. Coordinates complex administrative and secretarial activities for the City Manager/Mayor's Office in accordance with general directives, and Office or City policy and procedures; maintains a schedule of appointments and events for the City Manager, Assistant City Manager, Mayor, and City Council.

4. Administers the City and the Springfield Utility Board elections processes, to include coordinating ballot measures, arguments, and impartial analyses.

5. Serves as the custodian of the City seal, and has the responsibility for signing, sealing, notarizing, certifying, recording, and transmitting official City documents; controls the filing, maintenance, retention, and purging of all official documents; updates the City Code, to include ordinances and Charter amendments.

6. Performs basic research tasks independently; receives, sorts, analyzes and summarizes information for preparation of reports; completes special projects by gathering, compiling, and analyzing data, monitoring timetables, organizing subprograms, and conducting the necessary follow-ups.

7. May process requests and complaints from the public and takes necessary action, to include working with appropriate departments and staff in order to provide a response.

8. Maintains departmental records to monitor: activities, expenditures and other budget transactions, training, personnel actions, attendance and leave for pay purposes, performance appraisals, and interaction with other agencies, departments, the City Council and its committees, and the community.

9. Utilizes and maintains a filing system for the confidential storage and retrieval of all internal or external correspondence, records, reports, and documents; may receive, process and distribute department mail.

10. Answers the telephone and responds to caller by providing information or referring to appropriate individual or otherwise making proper disposition of problem; places and returns calls as required; receives visitors for the City Manager or the Mayor, and provides information or refers as needed.

11. Types correspondence from written, printed, taped, or dictated sources, to include letters, memoranda, records, forms, minutes, and reports; may prepare reports of project findings or work activities for a manager or elected official; obtains and processes minutes from Council and/or committee meetings; relays and distributes administrative decisions, policies, ordinances, Council agendas, minutes, and other related documents.

12. Supervises one or more programs of clerical activity, or assigns and reviews the work of clerical employees as required; recommends the hiring, dismissal, discipline, promotion, or training of assigned staff.

13. Provides primary initial contact for the offices of the City Manager, the Mayor; and the City Council; interacts with the public, and public officials from other agencies; exercises discretion and judgment in confidential and sensitive matters, and notifies the City Manager or Assistant City Manager as necessary.

QUALIFICATION REQUIREMENTS

General Knowledge, Skills, and Abilities

Thorough knowledge of modern office practices and procedures; considerable knowledge of the organization, functions, rules, procedures and programs of a chief executive office; considerable knowledge of the methods used in budget monitoring and recordkeeping; knowledge of vocabulary, spelling, punctuation, and image that would be characteristic of communication in an executive office; knowledge of basic mathematics and bookkeeping techniques; knowledge of supervisory techniques; knowledge of the capabilities of PCs; knowledge of data gathering and report writing techniques; ability to learn the office operations and procedures, and function as a team member; ability to learn and perform the full range of duties of a Municipal Clerk; ability to coordinate the agenda preparation for City Council meetings; ability to maintain the confidentiality and professionalism required by an executive office; ability to assign and review the work of clerical employees; ability to maintain orderly and accurate files and records; ability to process and monitor budgets; ability to write accurate, understandable reports; ability to receive office visitors, in person and by telephone, and provide the necessary information or referral; ability to effectively organize work in a fast-paced, multi-task operation; ability to utilize word processing and database systems sufficiently to perform the duties of the position; ability to work harmoniously with other employees, elected officials, and the general public.

Experience and Training

Completion, or equivalent, of a job-related two-year college degree program, plus related work experience, typically four years of increasingly responsible experience in positions that provided direct support to one or more managers, to include at least one year in an executive office. Additional related work experience may be substituted for the required education, or any combination of experience and training that provides the required knowledge, skills, and abilities.

Licenses and Certifications

Appointees must be a Certified Municipal Clerk (CMC), or be able to obtain the certification within a reasonable time after appointment. "Reasonable time" will be determined by the candidate's experience and education, and the availability of conferences and training offered by the International Institute of Municipal Clerks (IIMC).

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