Assistant City Clerk - City of McPherson

Assistant City Clerk

City of McPherson                                                                                   Administration Department

POSITION SUMMARY                                                                                                                                 

Under the supervision of the City Administrator, the Assistant City Clerk is a non-exempt position under the FLSA that works closely with the City Clerk and City Administrator by performing all functions and requirements established in support of these positions. This position provides citizen assistance, maintains city records, and performs accounting duties. In addition, this position also provides assistance to the City Administrator. The ability and willingness to learn quickly is required. This position should possess excellent communication, organizational, accounting, and public relation skills.

ESSENTIAL FUNCTIONS

·         Provides customer service and helps direct citizens and visitors to appropriate contacts within the organization. Fields questions, concerns, and complaints from the general public.

·         Performs general clerical duties, including opening and distributing mail, typing correspondence, filing, and entering revenue data into computer system.

·         Serves as the Administrative Assistant to the City Administrator.

·         Assists the City Clerk and Administration Department in preparing financial reports and financial statements in an accurate and timely manner.

·         Assists with issuing occupation licenses, including cereal malt beverage, private club, drinking establishments, and mobile home permits, precious metal licenses, and any code related city licenses, and prepares all required documentation.

·         Maintains Cemetery Department records, including deeds, funeral and death records, sale of cemetery spaces, pre-payments.

·         Assists with the sale of taxi tickets, para-transit receipts, disbursements, and reports.

·         Maintains VIN inspection paperwork.

·         Maintains office services at city hall including printer, shredder, and postage service.

·         Provides back-up support to the City Clerk in all clerk functions, including:

Ø The accurate recording of the City Commission proceedings, preparation of minutes, recording, indexing and filing of public record, distribution of public information.

Ø The preparation of the weekly commission meeting agenda.

Ø The custody of ordinances, other official documents, and other required records; Performs filing and codification of commission approved ordinances and solutions.

Ø Serves as the backup custodian of the City Seal. Administers Oath of Office to Governing Body and appointed personnel; Acts as liaison between the City and the County Election office.

Ø Assists the City Clerk with other duties as necessary.

Ø Serves as backup for access to public records and information by citizens, civic groups, the media and other agencies.

Ø Fulfill signature requirements on various documents in the absence of the City Clerk.

·         Follows department policies and procedures.

        Classification

                Quick View

FLSA:                NON-EXEMPT

ADA:                    APPLICABLE

FMLA:                        ELIGIBLE                                    

KPERS:                      ELIGIBLE

OSHA:

WORKING CONDITIONS: No adverse working conditions

 

MARGINAL FUNCTIONS

·         Serves as backup for access to public records and information by citizens, civic groups, the media and other agencies.

·         Fulfill signature requirements on various documents in the absence of the City Clerk.

·         Participates in the yearly city financial audit and city budget.

·         Effectively conducts studies and projects as assigned.

·         Performs other duties as deemed necessary or assigned.

·         Assists in the Administrative Support Pool. (Helps other departments as needed).

POSITION REQUIREMENTS

Experience: Three to five years of similar or related experience is required. The employee is expected to have acquired the necessary information and skills to perform the job reasonably well within one year of employment.

Education:  A high school diploma or GED is required. Continuing education in a related field is expected. A degree in public administration, business, or related field is strongly preferred.

Technical Skills:  A thorough knowledge of office procedures, computers, bookkeeping duties, and a working knowledge of mathematics is required. This employee must be able to operate computers, printers, calculators, photocopiers, and other office equipment. The ability to follow department policies and procedures, to interpret data, to prepare reports, and to interpret written instructions, proposals, reports, and financial statements is required. This employee should possess excellent accounting, organizational, public relations, oral and written communication skills.

Problem Solving: Limited problem solving is involved in this position. This employee encounters problems with errors in entering computer data, and errors associated with record keeping, interpretation of city codes and state statutes.

Decision Making: Independent decision-making is involved in this position. This employee makes decisions about providing citizen assistance, prioritizing daily work assignments, and performing daily duties in the most efficient manner. Regular and reliable attendance at work is expected.

Supervision:  This employee works with regular supervision from the City Administrator and limited supervision from the City Clerk. This employee does not have supervisory responsibilities over subordinate personnel.

Financial Accountability: This employee is not responsible for city resources. This employee participates in the annual budget process.

Personal Relations:  Daily contact with the general public, co-workers, and supervisory personnel, and occasional contact with the organization’s governing body is expected.

Working Conditions: No adverse working conditions exist within this position. Working in an office setting with a computer is the primary aspect of this position.

Physical Requirements: Physical activity associated with working in an office setting is required to perform the daily duties of this position.

***The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.

Updated 4/21/2025