Amherst is Hiring a New Clerk of Council: Job Description & How to Apply
November 3, 2011
Amherst City Council has posted an announcement of a job opening for our retiring Clerk of Council. This is a part-time position. The details and contact information are at the end of this post.
This is a part time secretarial/clerical position working for Amherst City Council, based on approximately 23 hours per week. Attendance at evening Council Meetings is required at which minutes are taken by the Clerk. Training will begin Mid-November. Position will be appointed at the first meeting in January.
Annual salary is $19,734, which includes PERS (retirement) and sick time benefits beginning with the appointment to this position.
AMHERST CITY
JOB DESCRIPTION
POSITION: CLERK OF COUNCIL
Reports to: COUNCIL AND PRESIDENT OF COUNCIL
Job Objectives: Assists with the effective operation of the Amherst City Council and the legislative
process as prescribed by law. Further assists the Council President in caring out the
functions of the office. The person in the position of Clerk of Council serves at the
pleasure of Council and maybe removed by a majority of its members.
Minimum Qualifications:
*Applicant must be a resident of the City of Amherst
*Associate degree and/or High School Diploma.
**Proficient in Microsoft Office
*Meets all mandated health requirements (e.g., a negative tuberculosis test,
etc.).
*Documentation of a clear criminal and ethical record.
*Complies with drug-free workplace rules and City policies.
*Knowledge of local governmental principles and protocols with clear understanding
of legislative branch responsibilities.
*Experience with governmental operating procedures is desirable.
*Understanding and ability to read write and communicate in English.
*Congenial office demeanor and telephone etiquette.
*Multitasking ability and strong diplomacy skills.
*Proficient in office protocol and the use of information technology systems.
*Proficient in data entry, spelling, proofreading, and the correct use of
grammar.
*Proficient in the use of computer software and the maintenance of Council’s
records.
*Valid Ohio Driver’s license and meets insurability of City’s Insurance Carrier.
*Must be available some evenings, and every second and fourth Monday evening.
Responsibilities and Essential Functions:
The following duties are representative of performance expectations. A
reasonable accommodation may be made to enable a qualified individual with
a disability to perform essential functions.
*Performs administrative support duties. Takes the initiative to perform
routine tasks independently. Organizes and maintains a functional filing
system that ensures the safe retention and efficient retrieval of Council records.
*Upholds City policies and follows administrative procedures.
*Promotes a favorable image of the City.
*Respects personal privacy. Maintains the confidentiality of privileged
information.
*Answers the telephone. Directs calls based on the nature of the inquiry.
*Takes/delivers messages. Manages and maintains all correspondence, documents,
project files and other pertinent information as required by the Council President and
Council.
*Maintains Council’s calendar as directed. Schedules committee assignments as
directed.
*Prepares Council Agenda’s and distribution of the same.
*Attends all Council meetings, regular and special, and keeps minutes of the
proceedings of the meetings which involves typing, editing and production of the
same.
*Attends and keeps a record of all public hearings of Council and any executive
session that is scheduled, unless excused by Council.
*Records and transcribes all Council meetings, including but not limited to, regular
session, committee sessions, subcommittee sessions and Public Hearings.
*Maintains an accurate and complete journal of all proceedings of City Council.
*Provides each of Council and the City Administration with copy of minutes of any
proceeding. Upon request, provides members of the public with a copy of minutes of
any proceeding.
*Works with Council President to prepare and schedule committee meeting
assignments.
*Keeps current with pertinent information required for legislation preparation,
copying and distribution.
*Uses a computer to prepare and process information (e.g., input, compile,
tabulate post, store, retrieve, scan, modify, print, etc.).
*Verifies the accuracy of database information as directed.
*Prepares and publishes all ordinances, resolutions and actions of Council.
*As directed, prepares and publishes all legal notifications.
*Composes and types routine correspondence, memos, notes, forms, etc.
*Prepares and notifies all interested parties involving rezoning and special
assessment projects, including notice to property owners, public hearing notifications
and if any changes, the appropriate county department
*Uses photocopying and duplicating-equipment to reproduce documents.
*Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
*Types, duplicates, assemble, and processes routine and special mailings.
*Assists with committee assignments and/or special projects as directed.
*Monitors and reorders office supplies to maintain reliable service levels.
*Maintains forms related to Council’s functions.
*Works cooperatively with Council members, Council President, Administration and
staff members.
*Acts as liaison for Council between Administration and other City, County
Departments.
*Advises public of public information to be discussed in Committee and Council
meetings.
*Prepares and completes all necessary legislation transactions after passage of the
same.
*Keeps files and supplies properly stored to maintain an orderly office.
*Periodically discards archived records as directed. Follows the records
retention and disposal schedule adopted by the City.
*Prepares and forwards changes in Council or the Administration to the Board of
Elections.
*Determines appropriate office for public requests and forwards any such request.
*Knows and follows Ohio Sunshine Law and advises Council on the compliance
with the law.
*Knows and advises Council of applicable statutory requirements and Council rules.
*Knows, understands and follows Ohio Public Records Law and processes public
record requests according to the law and/or the advice of the City’s Law Director.
*Works cooperatively with the City’s Law Director and Assistant Law Director.
*Processes liquor permit applications according to adopted procedures.
*Prepares and maintains a calendar of Council activities.
*Prepares copies of City codes for all departments and if requested, provide said
copies for sale to the public.
*Keeps current with advances in office technology. Updates office
procedures.
*Works cooperatively with Mayor’s staff.
*Participates in staff meetings and professional growth opportunities as
directed.
*Accepts personal responsibility for decisions and conduct.
*Wears appropriate work attire and maintains a neat appearance.
*Strives to develop rapport and serve as a positive role model for others.
*Performs other specific job-related duties as directed.
Abilities Required:
The following characteristics and physical skills are important for the
successful performance of assigned duties.
*Demonstrates professionalism and contributes to a positive work
environment.
*Performs prescribed activities efficiently with limited supervision.
*Reacts productively to interruptions and changing conditions.
*Effectively uses verbal, nonverbal, writing, and listening skills.
*Completes paperwork accurately and timely. Verifies and correctly enters data.
*Maintains an acceptable attendance record and is punctual.
Supervisory Responsibility:
Under the direction of the Council and the Council President: plans work
assignments, promotes teamwork and helps City’s staff members as
needed to successfully accomplish delegated duties.
Working Conditions:
Exposure to the following situations may range from remote to frequent
based on circumstances and factors that may not be predictable.
*Duties may require lifting, carrying, and moving work-related
supplies/equipment.
*Duties may require operating and/or riding in a vehicle.
*Duties may require traveling to meetings and work assignments.
*Duties may require performing repetitive tasks quickly.
*Duties may require prolonged use of a computer keyboard and monitor.
*Duties may require standing, reaching, bending, crouching, and/or kneeling.
*Duties may require working under time constraints to meet deadlines.
*Potential for exposure to adverse weather conditions and temperature
extremes.
*Potential for interaction with disruptive and/or unruly individuals.
The City of Amherst is an equal opportunity employer offering employment without regard to race, color,
religion, gender, national origin, age, or disability. This job description summary does not imply that these are
the only duties to be performed. This job description is subject to change in response to funding variables,
emerging technologies, improved operating procedures, productivity factors, and unforeseen events.