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Employer: City of Garnett
Job Title: City Clerk
Salary: $50000.00 Annually

Job Description:

Under the administrative supervision of the city manager, the city clerk performs responsible administrative and financial duties and participates in all statutory city clerk functions.  This employee maintains and provides for day-to-day review of the city’s financial position and control of all municipal, fiscal, and legal records.  As a city officer, the city clerk is the official custodian of municipal documents and is responsible for various city financial records.  The city clerk supervises subordinate personnel and monitors the operating procedures as it relates to other departments.  An employee in this position has a substantial amount of public contact regarding the furnishing of information concerning city ordinances and policies.  Work assignments are prescribed in the state statutes and received from the city manager, the governing body, citizen requests and city department heads.  The city clerk handles important, confidential documents and acts as city manager in his or her absence.

The employee in this position participates in the preparation of city commission agenda, records minutes of general and special meetings and performs follow-up activities resulting from city commission meetings, including transcribing and distributing minutes, ensuring that resolution and ordinances are in proper format and notarized, tracking committee and commission actions and preparing letters of acceptance or rejection; directs the maintenance of official city records ensuring that documents are recorded and filed properly; directs the archiving and destruction of documents; making sure that the city’s municipal code is up to date and proper ordinance codification; monitors contract agreements ensuring they are signed, recorded in a timely manner; per state statue receives city commission seat filings and administers oath of office for city commissioners; maintains custody of official city seal; administers the city’s conflict of interest code, municipal code, and other city policies.  The city clerk also receives and coordinates responses to all subpoenas for records served on the city; receives bids, directs and supervises assigned staff, participates in the preparation and administration of the city budget and performs related duties as required.

The person in this position is under annual review and evaluation by the city manager.

Examples of Work

*  Supervises subordinate personnel;

*   Instructs, leads, and evaluates assigned staff and reviews progress and directs changes as needed;

*   Trains the deputy city clerk and other office staff so that the city office operates in as smooth and efficient manner in her/his absence;

*   Checks fund balances daily;

*   Assists with agenda preparation for city commission meetings;

*   Attends commission meetings and ensures that the preparation of minutes for the general and special city commission meetings and recording of commission’s actions are timely and accurate;

*   Prepares vouchers for payment;

*   Acts as purchasing agent for the city;

*   Responds to citizen complaints and concerns and questions relating to city policy;

*   Responds to citizen complaints and concerns regarding utility billings;

*   Assists account clerks with billing matters, delinquent accounts and bad debt collection;

*   Along with the city treasurer, reconciles monthly bank statements;

*   Responsible for state and federal funds, CDBG funds, receipting and disbursing funds;

*   Gathers, interprets, and prepares data for studies, reports and recommendations and decision-making purposes;

*   Coordinates department activities with other departments and agencies as needed;

*   Attends evening meetings as needed and in the event of emergency or other issues arise, work on a holiday or weekend;

*   Performs or assists subordinate personnel in performing duties when necessary or as needed;

*   Keeps city manager informed on matters of importance;

*   Assures that assigned areas of responsibility are preformed within budget, performs cost control activities, monitors revenues and expenditures in assigned areas to assure sound fiscal control;

*   Participates in planning for the next budget by compiling past expenditure figures, estimating future costs, and making determinations of new budget figures;

*   Assists in submission of the approved annual city budget to the state and administers the adopted budget;

*   Advises the city manager of financial conditions, both current and future city needs;

*   Other related duties as deemed necessary or as required. 

Position Requirements

Experience:  Five years of experience involving services typically provided by the city clerk such as city council support, records management, and information technology, including three years of progressively responsible managerial or administrative experience.  Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after one year in the position.

Education:  High school diploma or GED required.  Graduate from an accredited college or university with a degree in public administration, political science, business management or closely related field; or an equivalent of education and experience.

Skills:  Technical abilities expected include knowledge of computer applications, financial reporting, investments, federal, state and municipal bond laws, and purchasing.  Thorough understanding of laws, codes and statutes related to city records, elections, public meetings, records maintenance practices and procedures, and laws governing Kansas municipalities.  Knowledge of the functions, authority, responsibility and limitations of an elected city official.  Communicating effectively orally and in writing.  Excellent supervisory and communications skills.  Ability to work well with others, establishing and maintaining effective working relationships with staff, other departments and outside agencies.

Physical demands while performing the duties of this position include regularly required to sit, use hands to finger, handle, or feel objects, tools or controls, frequently reach with hands and arms; talk or hear, and occasionally required to stand, walk, stoop, kneel, crouch; taste or smell. Employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Reasonable accommodations may be made to enable individuals with disabilities to perform this job. Ability to operate a vehicle and hold a valid personal driver’s license. Experienced in the use of office computer and related equipment and technology.  Techniques and practices for efficient and cost effective management of resources. 

Problem Solving:  Frequent problem solving exists in relation to the daily management of departmental functions.  Problems involve handling complaints and inquiries from both the general public and city personnel, delinquent utility customers and equipment malfunctions. 

Decision-Making:  Frequent decision making is a factor in this position and includes determining the amount and type of investments to be made on behalf of the city, the availability of funds for expenditures, establishing priorities, and utility adjustments.

Accountability:  This employee is responsible for budgetary control of the city and participates directly in the annual budgetary process of the city.

Supervision:  Little or no direct supervision.  Decisions are subject to review by the city manager.  Employee has direct and supervisory responsibilities over subordinate personnel.

Personal Relations:  Continual contact with other city departments and the general public.

Residency:  The employee working in this position is required to reside within the city limits of Garnett.

Working Conditions:  No adverse working conditions exist in this position.


Vacancy Number: garn153

Open Date: 12/3/2018 12:00:00 AM
Close Date: 12/31/2018 11:59:59 PM