City Clerk- Executive Assistant

The City of Richmond is now accepting applications for a City Clerk- Executive Assistant. This position performs a variety of routine paralegal and administrative duties in support of the administration department and serves as the City Clerk.

OPENING DATE:                                                                 May 1, 2024

CLOSING DATE:                                                                 Until filled.

EXAMPLE OF DUTIES: Provides highly complex administrative support to City Administrator, ensuring that proper department records are maintained, providing oral and written responses to inquiries, making referrals to other appropriate departments for information, using tact and judgment, and applying knowledge of diverse administrative operations.

Research information from readily and non-readily available sources. Coordinates the gathering of information from various departments in assisting in drafting and preparation of contracts, real estate transactions, other documents to ensure necessary provisions are contained therein. Assists in operation and administration of departmental budget.

Drafts letters, reports, resolutions, contracts, leases, and other documents and instruments; proofs for accuracy, and proper format, terminology, and procedures. Responds to requests and inquiries of City officials, Department Directors, and Citizens.

Logs, summarizes, and maintains departmental records, processes payments and other departmental paperwork.

Serves as a contact person in answering inquiries and complaints; provides information related to the work of the office to the public, and various County, State, and other public and private agencies and entities, routinely obtaining information as requested or needed.

QUALIFICATIONS:

Education:  Graduation from a high school or GED equivalent. Bachelor’s degree or equivalent in years of experience.

Experience Preferred: Three – five years of increasingly responsible, related experience (experience in local government strongly preferred); or any equivalent combination of related education and experience as a paralegal, legal assistant, or executive assistant; or an equivalent combination of education and experience sufficient to successfully perform the job functions.

Government or legal experience preferred. Previous experience as a paralegal, or City Clerk is desired.

The ideal candidate must have the ability to occasionally work outside of normal working hours on an as needed basis.

Physical: Ability to sit for extended periods; occasionally work extended hours; answer the telephone and assist the public.

Mental: Ability to handle citizens and stressful situations in a calm manner. Ability to pay attention to detail and concentrate at a computer for extended periods. Ability to organize and manage time effectively. Ability to handle simple mathematical computations. Ability to work independently. Ability to handle confidential and sensitive information.

SUPPLEMENTAL INFORMATION:

POSITION DESCRIPTION:

ESSENTIAL FUNCTIONS: The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. The City Clerk shall assist the Mayor and City Administrator in the performance of their duties. The City Clerk shall have the following duties, powers, and privileges:

1.      Be authorized to execute for and on behalf of the City of Richmond, Missouri, such affidavits as may from time to time be required by law. Must be a Notary Public and/or the ability to become a Notary Public in Missouri, Ray County within six months.

2.      Keep a journal of the proceedings of the City Council and shall keep and maintain all records and papers belonging to the City.

3.      Administer official oaths as provided by the Revised Statutes of the State of Missouri and shall attest and affix the City Seal on all contracts, bonds, and legal documentation.

4.      Manage the filing, maintenance and record keeping and file all notices in connection with city business.

5.      Maintain the official record of all ordinances and resolutions. Maintains a working knowledge of ordinances.

6.      Arrange for mailing or publication of requests for bids and be responsible for the publication of notices of all required hearings or other official notices as required by law or requested by the Mayor or City Council.

7.      Responsible for the receipt and filing of all performance and payment bonds required by the City.

8.      Attend all City Council meetings and special hearings or meetings of Committees as directed by the Mayor or City Administrator.

9.      Prepare the agenda as directed by the Mayor and City Administrator for all regular and special City Council Meetings.

10.  Manages City Administrator, Mayor’s calendar and Council appearances, and coordinates meetings and other City-related functions. Must be able to coordinate matters between City Administration office and multiple departments.

11.  Responsible for the preparation and distribution of the minutes of the City Council meetings and the minutes of any special hearings or meetings of Committee Meetings as directed by the Mayor or City Administrator.

12.  Administer City elections and shall prepare and maintain records of letters of appointment for all appointed officials, Board or Commission members, and shall maintain a calendar of the termination of any term of an appointed official.

13.  Maintain indices of all ordinances and minutes of the meetings of the City Council.

14.  Such other duties required by the Statutes of the State of Missouri.

15.  Assist the City Administrator with the application for, the execution of, and the implementation of all Citywide grant programs (i.e. STP and CDGB grant program).

16.  Assist the City Administrator in keeping the public informed of the purposes and methods of the City government through appropriate media, including assisting in management of the City-wide email system and website.

17.  Assist the City Administrator and Finance to manage and oversee accounts and contractual relationships for Citywide goods and services including the creation, issuance, and implementation of bids, RFPs, and RFQs for such equipment and services.

18. Performs recordkeeping of City Cemetery – Richmond Memory Gardens internments, burial maps, fees and sales of cemetery plots and services. 

19.  Issues Liquor License Renewals and maintains recordkeeping and legal requirements.

20.  Calculates tax levies and estimates assessed valuations. Provides certified City Council approved levies to county and state auditor’s office.

21. Perform such other duties as may be requested by the Mayor, City Council and City Administrator or as required by ordinance not inconsistent with the Statutes of the State of Missouri or laws and ordinances of the City of Richmond.

PHYSICAL AND WORK ENVIRONMENT: The physical and work environment characteristics described in this description 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 or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

·        This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.

·        Work has standard vision requirements.

·        Vocal communication is required for expressing or exchanging ideas by means of the spoken word.

·        Hearing is required to perceive information at normal spoken word levels.

·        Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

·         Work has no exposure to environmental conditions.

·        Work is generally in a moderately noisy office setting (e.g. business office, light traffic).

SELECTION GUIDELINES: The City Clerk shall be appointed by the Mayor and City Council. Formal application, evaluation of education, experience, knowledge, skills, and abilities, oral interview, credit check, reference check, and job-related tests may be required.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

SALARY: Competitive Salary commensurate with education/experience. Range $51,043-$71,468. Benefits package includes paid holidays, vacation and sick leave, Missouri Local Government Employees Retirement System (LAGERS), medical, dental, vision and life insurance. Available voluntary benefits include Aflac supplemental insurance, 457(b) retirement plan, term life insurance, and flexible spending accounts (FSA) for medical expenses and dependent care.