City Clerk
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Job Description
CITY OF HENDERSON, KENTUCKYCLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE: CITY CLERK
PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide clerical and secretarial support to the Mayor, the City of Henderson, and the Board of Commissioners. Duties include, but are not limited to, recording official actions of the Board of Commissioners, and maintaining city records.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
- Responds to inquiries from city officials, city department heads, employees, outside agencies, and the general public provides information pertaining to city, county, state, and federal governments.
- Maintains files in original format and/or electronically, for city, including all official records, documents, budgets, and audits keeps official seal of the city.
- Attends City Commission meetings and records minutes, resolutions, ordinances, and motions of the Board of Commissioners ordinances, and related actions distributes copies of ordinances and resolutions to affected department heads and agencies.
- Maintains bond register of elected and appointed officials.
- Serves as Secretary to the Civil Service Pension Fund Board of Trustees prepares agendas and attends all meetings writes and maintains records of minutes.
- Records and files all industrial and general obligation bond issues for the city.
- Records deaths and burials for municipal cemeteries, issues deeds, and maintains cemetery records collects fees or payments pertaining to deeds, grave openings and closings, tent and chapel charges, and mausoleum crypts and niches prepares receipts and remits monies to the Finance Department posts burials and deed transfers to index cards and cemetery books posts index cards and index books for mausoleum interments and researches records for the public.
- Collects fees and issues solicitation permits and bucket shakes, maintains related files and distributes to Public Works and the Police Department.
- Receives and distributes requests for handicapped parking signs arranges committee meetings and notifies citizens of committee decisions.
- Contracts to have ordinances codified, Code of Ordinances updated in printed format as well as electronically and placed on City’s website.
- Receives citizen complaints against police officers and communicates complaints to the Mayor and the City Commission.
- Maintains membership of various commissions and boards composes and updates “City Boards Book”, maintains historical list of city officials.
- Maintains files and distributes copies of the Code of Ethics.
- Responds to written requests for public records.
- Prepares department budget prepares claim vouchers and purchase requisitions.
- Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
- Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.
ADDITIONAL FUNCTIONS
Types correspondence for city auditors as requested.
Maintains schedule of fees charged by the city.
Provides notary service to the general public.
Maintains inventory and offers code books and zoning books for sale maintains list of recipients and distributes city directories.
Performs other related duties as required, necessary, or assigned.
MINIMUM QUALIFICATIONS
Associate’s degree is preferred. Vocational/Technical degree with training emphasis in Secretarial or closely related field required supplemented by three (3) years previous experience and/or training that includes secretarial, clerical, and public speaking required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. A Kentucky Municipal Clerk (CKMC) certification is required to be obtained and maintained within four years of employment. Must obtain and maintain a Kentucky Notary Public within three months of employment.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
Human Interaction: Requires the ability to provide formal instruction through explanation, demonstration, and/or examination in a structured setting.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.
Verbal Aptitude: Requires the ability to utilize consulting and advisory data and information, as well as reference, descriptive and/or design data and information as applicable.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division the ability to calculate decimals and percentages the ability to utilize principles of fractions and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. 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 or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Benefits include but are not limited to:
Health Insurance
Group Life Insurance
Dental Insurance
Vision Insurance
Cancer Insurance
Disability Insurance
Accident Insurance
Critical Illness Insurance
Retirement
Paid time off includes, but is not limited to:
Vacation
Sick time
Personal time (full time employees only)
Holidays (for eligible employees)
Benefits are subject to change
