CITY OF MEXICO JOB DESCRIPTIONJob Title: City Clerk (City Clerk/Executive Assistant)Department: City Manager Pay Grade: 2Reports to: City ManagerExempt: Date: 10/1/2018JOB SUMMARYResponsibilities include but are not limited to record keeping, City freedom of information officer, publishing information to City web site, issuing licenses. Handling complex administrative and clerical duties, operating with a high degree of independence over specified, standardized activity areas, referring unusual or technical problems to supervisors for decision.SUPERVISION EXERCISEDNone.SUPERVISION RECEIVEDWorks under the guidance and direction of the City Manager.DUTIES AND RESPONSIBILITIESThe duties described below are indicative of what the City Clerk might be asked to perform. Other duties may be assigned. This job description is to incorporate any municipal ordinances created for the position of City Clerk.Essential Functions:Attends City Council meetings, serves as City Secretary and records minutes, motions, and proceedings of meeting. Posts meeting notices. May serve as secretary for other committees, boards.Posts public information to web sites and appropriate media outlets.Coordinates preparation of agenda materials and packets.Assists in preparation of City ordinances and resolutions, proclamations, other official documents.Records and maintains all City contracts and agreements.Maintains historical documents and research data for departments and citizens.Maintains and authenticates original copies of all City Ordinances and laws.Maintains custody of the City seal and all legal documents.Issues City Business and Liquor Licenses and send renewal notices.Provides information, direction and advice to citizen inquires and/or complaints.Coordinates with County for City elections and prepare ballots.Plans, directs, evaluates and improves departmental operations.Implements microfilming and digital imaging system.Supervised the destruction of out-dated non-permanent records.Assistance in the recruitment and selection process of new employees.May answer telephones and screen visitors to determining nature of their inquiry.Provides prooing assistance for all departments.Schedules, confirms and cancels appointments, hotel reservations, flight reservations, etc.Screens telephonic, internal and external visitors determining nature of their inquiry, referring them to proper individuals/departments.Performs public relations activities by representing the city to the general public and communicating a variety of City information via the telephone or in person.Performs general administrative duties for the City Council, City manager, Assistant City Manager and various Department Directors such as answering telephone, taking accurate messages, distributing and processing mail, reviewing, certifying, indexing, filing, copying, prooing, and etc.Prepares Council resolutions and ordinances, correspondence reports, interoffice forms, requisitions, meeting agendas, forms, various legal documents such as ordinances, petitions, resolutions etc.Provides support for special projects by preparing power point presentation, documentation, handouts and financial information.Reviews and verifies transcribed and computerized documents, general reports and records for accuracy and conformance to departmental rules and procedures.[]{style="font-size: 12pt; font-fami"}
