Assistant City Clerk

City of Takoma Park, MD Class Specification

CLASS TITLE: Assistant City Clerk
DEPARTMENT: Administration
REPORTS TO: City Clerk
FLSA STATUS: N
SALARY GRADE: 29
EEO CODE: 6
DATE: 02/2009
PDF Download Available PDF icon with link

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

Under general supervision provides support for the City Clerk’s Office. Serves as back up for the City Clerk, is responsible for records management, drafting minutes, processing permits, and distributing the City Council agenda and packets.

CORE COMPETENCIES

Customer Service

Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.

Communication

Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.

Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.

Job Knowledge

Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

ROLE COMPETENCIES

Adaptability/Flexibility

Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.

Computer Skills

Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, uses computers to improve productivity. Makes good use of web tools and on-line resources, can implement and manage web projects.

Decision Making/Judgement

Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the  department head or the City Manager prior to making a decision.

Personal Organization

Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, manages time well.

Teamwork

Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

ESSENTIAL JOB FUNCTIONS

Provides administrative support to the City Clerk’s Office.

Prepares City Council meeting agenda packages for distribution and web posting.

Sets up Granicus software for Council meetings.

Arranges Council meeting room, set up for meeting.

Responsible for City Council dinners and receptions.

Attend City Council meeting and committee meetings in absence of City Clerk, and transcribe minutes of meetings.

Assist with drafting agenda item cover sheets.

Processes and issue vendor licenses.

Organizes and inventories ordinances, resolutions, and minutes.

Provides general information inquires related to the City Clerk’s Office.

Enters requisitions into the financial system, arranges for timely payment of invoices, maintains records of expenditures.

Assists the City Clerk and Board of Elections in coordinating all aspects of City elections.

IMPORTANT JOB FUNCTIONS

Creates and updates the City Council and committee calendar.

Provides coverage in absence of front desk and administrative office staff, including passport processing.

Maintains and updates City contract files, Council reading files, newsletter files, and other City record files.

Monitor photocopier, folding machine, and postage machine supplies and maintenance.

Order supplies for the City Clerk’s Office.

MATERIAL AND EQUIPMENT USED

  • Computer
  • General Office Equipment

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

Degree from a two-year college or business school or an equivalent combination of experience, training and education; and,

Five years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

Notary Public

Certified Municipal Clerk (desirable)

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Applicable state, federal and local ordinances, laws, rules and regulations.

Principles and practices, and theories of Public Finance, Accounting, and Public Administration.

Operation and structure of municipal government.

Roberts Rules of Order.

Recordkeeping, report preparation, filing methods and records management techniques.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Principles and practices of budgeting.

Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment

All computer applications and hardware related to performance of the essential functions of the job.

Skill in:

An advanced level of interpersonal skills necessary in order to deal with elected officials at County, State, and Federal levels, as well as City staff, citizens, and various citizen and community groups.

Using tact, discretion, initiative and independent judgment within established guidelines.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments.

Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.

Preparing clear and concise reports, correspondence and other written materials.

Communicating clearly and effectively, orally and in writing.

Mental and Physical Abilities

Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to write reports, correspondence, procedure manuals.

Ability to establish and maintain effective working relationships with a variety of individuals.

Ability to draft and compose correspondence, newsletter articles and reports.

While performing the essential functions of this job the employee is frequently required to sit, use hands to finger, handle, or feel, reach with hands and arms, speak and hear, and lift and/or move up to 10 pounds.

Working Conditions

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

file: Assistant City Clerk

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.