ESSENTIAL FUNCTIONS OF POSITION:
- Act as the assistant to the City Clerk in carrying out the duties of the office.
- Act as the Clerk of the Council in the absence of the City Clerk, to include exercise of signatory authority for documents and independent judgment to take final action on matters as may be necessary. Recognize and respect the difference in positions and reporting when required to act in behalf of the City Clerk
- Certify copies of documents to be true and correct copies of the documents on file in the City Clerk’s office for legal purposes.
- Train and supervise clerical employees in all aspects of daily operation of the City Clerk’s Office. Fulfill duties of Deputy City Clerk when absent.
- Responsible for compliance with statutory requirements of Open Meeting Law, to include receipt of notices and agendas for meetings, determining if questions should be asked with regard to those documents, timely posting of same and final filing and archiving. Applies to the Lawton City Council, public trusts, and various boards and commissions created by Council.
- Establishes website for City Clerk’s office and maintains information as needed for benefit of the public. This includes entering Council agendas, Council minutes and other pertinent information as required.
- Updates information in the cemetery database as required.
- Responsible for reviewing actions of mowing/clearing of private property and demolition of structures to insure that legal process was followed. Files notices of liens and releases of same with County Clerk when payment has been received. Files notice of cost with County Treasurer when payment is not received.
- Deal with customers and City Departments; respond to customer calls, issues or requests and document problems and resolutions.
- Prepare and review material for action and initiate final distribution of records, files or information such as documents prepared and filed with the County Clerk.
- Review, evaluate and analyze a variety of complex administrative issues and determine appropriate courses of action that may include changes to administrative processes
- Handle confidential matters concerning City business and maintain confidentiality.
- Develop most efficient and effective procedures to allow for optimum use of available computer programs in developing necessary databases of information.
- Supervise the filing of official documents of the City from receipt to final archiving and retirement of same. Establish and maintain filing systems in a variety of medium including confidential records.
- Supervise the distribution and processing of all City and general employee checks under established guidelines.
- Assist with campaign disclosure reports and conflict of interest report requirements.
- Research records for reference material used to prepare a variety of reports/documents.
- Prepare and distribute agenda for City Council and City board meetings assuring that proper backup material is available for each item.
- Attend City board meetings or work sessions; take notes, transcribe, compose, distribute, and file minutes.
- Maintain a register of membership of boards and commissions with term date to keep the Mayor and Council informed of appointments or reappointments. Determine and advise if a member must possess certain qualifications to serve on a particular board; determine the various term lengths, various number of terms allowed etc.
- Receive and assist in opening formal bids and document proceedings of formal bid openings.
- Compose, type, format, finalize, interpret, transcribe, distribute, research, compile, calculate, analyze, process and maintain data in various forms using a variety of office equipment and software applications, including spreadsheets and databases. This includes correspondence, agendas, minutes, reports, memoranda, and forms.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills and Abilities
- Knowledge of procedures for performing administrative duties in absence of City Clerk
- Knowledge of customer service, quality and team concepts
- Knowledge of City and department policies and procedures
- Knowledge of grammar, spelling punctuation and sentence structure sufficient to be able to compose and/or edit correspondence or reports
- Knowledge of budget documents sufficient to be able to monitor expenditures
- Knowledge of mathematics sufficient to be able to perform a variety of calculations
- Knowledge of bookkeeping practices and methods
- Knowledge of principles and practices of employee supervision and training
- Knowledge of City Charter, City Code, State open meeting and campaign reporting laws, and other related pertinent laws and regulations that deal specifically with operation of a municipal clerk’s office, as well as, in general terms, those dealing with municipal government
- Ability to operate microcomputers, related equipment and various microcomputer software in a Windows networking environment
- Ability to communicate effectively both verbally and in writing
- Ability to use good interpersonal skills to establish and maintain effective working relations with other employees, organizations and the public
- Ability to handle stressful situations
- Ability to type accurately and with speed
- Ability to take and transcribe oral dictation and meeting minutes with accuracy and speed.
- Ability to understand and interpret rules, regulations, laws and ordinances affecting City operations
- Ability to use typewriter, word processing software and a variety of office equipment.
- Skill in Microsoft Office Professional
- Skill in web page design software
- Skill in determining and facilitating highly confidential matters and maintaining confidentiality
- Skill in take notes, composing discussions into minute format to accurately reflect same and verbatim transcription of all motions and official actions for approval and including in permanent records
- Skill in exercising initiative, judgment and decisions making in meeting organizational objectives and dealing with the citizens, Mayor and Council, employees and other agencies
- Skill in maintaining and organizing files that allows information to be retrieved quickly
- Skill in operating a telephone system and screening calls
- Skill in independently adapting, interpreting and applying written guidelines
- Skill in establishing priorities, coordinating work activities and performing numerous projects at various stages of completion
- Skill in business styles relating to English usage, punctuation, spelling and math.
- Skill in use of postage metering machine
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Five (5) years or more of experience in operation of City Clerk’s office, municipal government position or closely related private sector experience.
- High school diploma or GED equivalent
- Administrative training from technical school or college hours in administrative support.
- 2 years of college credit or Associates Degree preferred.
- Type at 40 WPM (net) or greater preferred
License or Certification:
- Possession of, or ability to obtain, an appropriate valid Oklahoma Driver's License.
- Ability to obtain certification through state agency to act in the legal capacity of Deputy City Clerk within 6 months of hire.
PHYSICAL DEMANDS ON THE POSITION:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Frequent hand-eye coordination is necessary to operate various pieces of office equipment, often requiring repetitive hand-arm coordination and movements.
- Frequently use manual dexterity sufficient to operate a computer keyboard.
- Frequently sits, remaining in the normal seated position
- Frequently talk and listen, express or exchange ideas and perceive the nature of sounds by the ear.
- Frequently required to stand or walk;
- Frequently see details at a distance, up close and peripherally, including using depth perception, and the ability to adjust focus, use close vision, color vision, and the ability to adjust focus.
- Occasionally lift or carry objects weighing up to 20 pounds.
- Occasionally work with arms above shoulder level
- Occasionally bend and stoop repeatedly or continually over time
ENVIRONMENTAL FACTORS AND WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee normally works in an office where the environment is frequently quiet.
- Office work environment is characterized by frequent interruptions.
The personal contacts are typically with employees of different departments, external agencies, or with the general public. The purpose of the contacts is to plan and coordinate work efforts; provide input and advice, and resolve problems by influencing and motivating. The persons contacted typically have mutual goals and basically cooperative attitudes.
Employee is frequently required to communicate with governing body members, department directors, staff, board members, citizens, members of the new media, and other governmental agencies.
Success in establishing working relationships with representative of governmental agencies, citizens, and employees of the City is very important to this position. The ability to be receptive and aware of subtle and/or complex feedback is a very helpful characteristic in this position.
Employee is subject to stressful situations at times in meeting deadlines and when contacted by angry citizens regarding municipal services or situations. Employee must maintain a professional attitude and be capable of providing a reasonable response in such situations.
First Application Review:
The first application review date will commence on February 8, 2021. All application submitted after that date will be placed in a separate folder awaiting the outcome of the initial review. Should none of the original applicants be selected, the second set will be available for review.
The duties listed in this description 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.
Equal Opportunity Employer
The City of Lawton affords equal employment opportunity to all individuals regardless of race, color, national origin, sex, religion, age, disability status or genetic information. Persons selected for employment into any position must pass a drug test. Some positions may require passing an alcohol test. Previous employment and any additional experience will be subject to verification prior to employment processing. A driver’s license and driving record check will be conducted if driving is a job requirement. A post offer employment medical examination may be conducted prior to job placement.
How To Apply ?
Note: You need to have Adobe Reader installed on your device to complete the application. Download and complete the attached application in Adobe Reader. Instructions to submit application is mentioned in the application form.