Under general supervision, this position provides administrative support to the City Clerk’s Office including records management, clerical support, and records/project creation and management. Duties may include, but are not limited to, the following: Reviews agenda items, resolutions and ordinances, and aides staff with adding items to the agenda; prepares minutes, council meeting packets, and agendas. Prepares ordinances/resolutions to be entered into the electronic filing system (Laserfiche); scans documents into electronic filing system. Processes and files city contracts into the electronic filing system. Sends boards and commission appointment packets; drafts and sends interest in reappointment letters and oaths; creates packets to include the letters, oaths, and appointment information. Updates membership information online. Sends agenda emails to boards and commissions distros. Completes annual records destruction; identifies records eligible for destruction; creates list of eligible records for destruction per department; coordinates with departments’ timelines for when records need to be destroyed, project creation, and implementation regarding effective record keeping. Assists staff in pulling records from the Records Center that are not available in the electronic filing system. Answers phones and emails; directs constituents and staff. Processes invoices and payroll; orders supplies. Provides moderately complex clerical administrative support. Responsible for all state titling of City vehicles. Maintains City traffic schedule. Fills in for City Clerk if the City Clerk is absent; handles tasks that would typically be handled by the City Clerk. Fills in for the Executive Assistants for the City Council and Mayor’s Office if the Executive Assistants are absent; handles tasks that would typically be handled by the Executive Assistants.
Minimum Qualifications: High school diploma or GED; and at least two years’ administrative experience and at least two years’ records/office management experience. Missouri Registered City Clerk (MRCC) preferred. Certified Records Analyst (CRA) preferred. Must have knowledge of: recordkeeping, report preparation and filing methods; general office procedures, policies and practices; basic budgetary and accounting principles and practices; applicable state, federal, and local laws, rules and regulations; operating a PC and MS Windows programs including Microsoft Windows/Office experience and other applications related to the work. Must have the ability to organize work, set priorities, meet critical deadlines, and follow-up assignments with minimal direction; apply logical thinking to solve problems or accomplish tasks; understand, interpret, and communicate complicated policies, procedures and protocols; analyze and resolve office administrative situations and problems.
Physical Abilities: Required to walk, sit, use hands to manipulate, handle or feel objects, to reach with hands and arms, and talk or hear. Occasionally required to exert up to 20 pounds of force, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
Typical Working Conditions: Work is performed in a normal office environment.
In addition to the application, testing and/or examinations may be required for further consideration on this position.
Apply online at www.indepmo.org/hr or in the Human Resources at City Hall, 111 E. Maple, Independence, MO 64050. Position Open Until Filled.
Equal Opportunity Employer – Bilingual Skills Preferred