Clerk, City

City Of Siloam

Siloam Springs, AR 72761, USA

Published: 6/14/2022

Full Time

Job Description

SUMMARY

The incumbent serves as custodian of official City records and public documents; performs certification and recording for the City as required on legal documents and other records. Seals and attests ordinances, resolutions, contracts, etc. and files records. Performs essential administrative and clerical duties, as it relates to the office of the city clerk, for the City Administrator and other city staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: (Other duties may be assigned as needed)

Attends workshops, regular and special-called City Board of Directors’ meetings; performs an accurate recording of proceedings, proper legislative terminology, distributes information as requested, indexing, and filing of records, and prepares minutes of meetings.
Assists the City Administrator with preparing agendas and distributing the Board packets to the Directors and press. Reviews all documents included in the packet for grammatical and spelling accuracy and completeness. Assists staff with drafting ordinances and resolutions of the Board; is responsible for filing and maintaining a list of ordinances and resolutions, publishes ordinances, and performs process for codification of ordinances into the municipal code.
Serves as custodian of official City records and public documents, performs certification and recording for the City as required on legal documents and other records. Seals and attests ordinances, resolutions, contracts, etc. and files records.
Prepares and advertises meeting agendas, legal notices of public hearings and special-called meetings.
Sets time and date for Public Hearings.
Performs general receptionist duties, including answering calls and transferring them to proper department, and notary services.
Serves as back up for the Executive Assistant to the City Administrator and as such, is responsible for processing, invoicing, and collecting fees; and issuing cemetery deeds.
Indexes and files PC/BOA documents for the public record.
Serves as secretary of Firemen’s Relief and Pension Board; retirement/pension trustee; and serves as secretary of Siloam Springs Water Resources Company, Inc.
Maintains the official seal of the City.
Countersigns checks on municipal bank accounts.
Signs all bonds and debentures of the City.
Provides an Affidavit for Destruction of stale documents in accordance with federal, state, and local retention requirements.
Oversees the process for declaring city property as surplus; obtains auction services; provides information to the same and coordinates city’s public auction.
Retains the financial disclosure statements from elected officials and the city attorney.
Coordinates the election process, including preparing Candidate Campaign Packet, accepting Petitions for Nomination, and verifying signatures for those running for office of Mayor or Board of Directors, and files the proper paperwork with the County Clerk.
Prepares check requests for Board of Directors’ attendance of meetings and expense reimbursements.
Maintain log of payments for meetings of Board of Directors.
Research information requested by staff and public.
Maintains Board of Directors’ calendars by planning and scheduling conferences, teleconferences, and travel.
Represents City by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to other city officials.
Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Accepts annexation petitions; prepares proper paperwork and files with the County Clerk for updates to the city boundaries.
Reviews general documents for accuracy and completeness.
Research uses and applies for tax status on all city owned property.
Other duties may be assigned by the city administrator, or may be directed by ordinance, resolution, Arkansas constitution or statutory provisions.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor’s degree (B.A.), or five years related experience and/or training, or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, and members of the business community. Ability to write letters, memos and other forms of written communication that conform to a prescribed style and format. Ability to effectively present information to top management, public groups, and/or board of directors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratios, and percentages, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATIONS, LICENSES, REGISTRATIONS (if required)

Must be a registered voter and free of felony convictions. Notary preferred or must obtain within 60 days. Must become an Arkansas Certified Municipal Clerk (CMC) within three years.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.

The noise level in the work environment is usually moderate.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

* Safety sensitive position includes, but is not limited to, any job, assignment, rank, or title where any of the following apply:

Subject to drug and alcohol testing or restrictions promulgated by the U.S. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people's safety.

*Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.

*Civility and Professionalism- The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.

*Regular Attendance- Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees are also expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided.