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Deputy City Clerk Office Coordinator Job opening - Burlington state Iowa ( Job openings )
Burlington , state Iowa
( By Press Release office )
2024-03-27T00:00 - 2024-04-26T00:00 | 8 | 0
This is an administrative position responsible for providing staff support to the City Manager and City Clerk and for assisting with the recording, filing, coordinating, and supplying upon request all official transactions of the City, enforcing certain business-related permits, and serving as a central information source for City activities. This position is appointed by the City Manager and work is performed under the general direction of the City Manager and City Clerk.
ESSENTIAL FUNCTIONS, DUTIES, RESPONSIBILITIES
Act as a receptionist; greet visitors; responds to complaints and inquiries from the public, provide information and direction to visitors. Prepare, maintain, and update a variety of complex files and filing systems; maintain and update related records, archive files and records as required; monitor Executive Administration budget expenditures. Compose, type, proofread, word process, review and send a variety of documents including correspondence, memoranda, agendas, ordinances resolutions, proclamations, reports, press releases, articles, and reports; transcribe dictation; maintain city confidentiality. Sorts and distributes incoming mail. Operates postage meter and outgoing mail and assist departments with bulk mailings. Retrieves public records for the general public and City staff, as necessary. Schedule and organize special events for major activities held on city property with department heads; investigate and secure outside vendors as necessary. Attends City Clerk’s service counter, as necessary; supplies general information on City policies and procedures; refers more specific inquiries to the appropriate official or department. Performs routine typing duties and prepares materials for mailing. Prepares Project Folders and Routine Filing and maintains files. In the absence of the City Clerk, performs functions of the City Clerk, which would include attending Council Meetings and the writing and typing of minutes, authorized to act and sign and seal documents. Accurate production of large database and spreadsheet reports including program design using some basic programming skills with a minimum of supervision (for assessment projects). Must be able to efficiently utilize formulas in the combination of word processing and spreadsheet reports. Indexes and Scans reports, petitions, and contracts for archival and retention purposes. Prepares informational items for City website and social media. Assists City Clerk with preparation of City Council Meeting/Special/Executive Council Meetings, includes sending out packets to Council, departments, and news media. Performs monthly reconciliation of proof of publications. Assist with the promotion of the City of Burlington; tactfully respond and resolve routine citizen complaints and inquiries; provide tours of city hall to the general public; prepare and send informative city brochures to citizens. Must have regular and punctual attendance. Must represent the city in a professional, responsible, and trustworthy manner. Performs other duties and responsibilities as required by law or as needed or assigned.
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