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City Hall Staffing City Clerk Position Summary This is a visible and non - exempt position providing administrative support to the City Council, administering City elections, maintaining official City records and files, coordinating City Council and Commission materials and activities, and special projects as assigned Essential Accountabilities and Job Responsibilities • Preparation of Council agendas, including assembling of packets for distribution to the Mayor and City Council, media and staff as appropriate • Attend monthly City Council Meetings. • Oversee preparation, maintenance, filing and publication of official records, documents, resolutions, ordinances, and City Codes. Responsible for maintaining the City's official seal and assure documents are recorded as legally required. • Maintain complete and accessible official records, including Council meeting minutes, easements, lawsuits, ordinances, resolutions, and legal notices, act as an the City's Data Practices Official and oversee the City's record retention plan. • Coordinate preparation of planning information monthly, including publishing of public hearing notices, mailing notifications of public hearings. • Conduct all city, county, state and federal elections as prescribed by statute and ordinance. Supervises voter registration, prepare election notices and materials, arrange voting places, and prepare voting machines. Responsible for conducting the recruitment and training of elections judges. Pick up and supervise the tabulation and delivery of election results. • Respond to inquiries and requests from the public regarding the City including but not limited to ordinances, City history, and Council actions. • Responsible for coordinating City related communications involving the newsletter, social media, and serve as the webmaster for the City's webpage. • Serve as a Notary Public for the City. • Perform other duties and assume other responsibilities as apparent or as assigned. Office Assistants Position Summary This is a visible and non - exempt position providing administrative support to the City Clerk, coordination with community volunteers and City Hall activities scheduling, office equipment maintenance, and special projects as assigned Essential Accountabilities and Job Responsibilities • Greet visitors and perform various customer service and administrative duties. • Receives, sorts and distributes incoming mail. • Reserving /rental of City Hall community meeting rooms for daytime and evening activities. • Handles a wide variety of questions from the public over the phone and in person providing them with accurate and timely information. • Maintain neat and orderly records for documentation and easy reference • Provide general office support to the City Clerk on various projects. • Work with community volunteer staff to coordinate activities. • Perform other duties and responsibilities as needed or assigned Hours Office 3 3 2 8 Assistants City Clerk 6 6 3 15 Weekly Total 23 Hours can vary from week to week beyond set open hours due to fluctuations in work load. r '