Assistant City Clerk CC/4 Clerk In an effort to create organizational clarity, and to empower its employees, the City of Sheridan has identified its core values. These values are fundamental to meeting the mission of the City. It is expected that the employee in this position will meet his or her responsibilities including observable commitment to these values. JOB SUMMARY This position is responsible for performing administrative functions and assisting in the operations of the City Clerks Office including assisting in the preparation and maintenance of the Citys official records. May be designated as Deputy Clerk or Chi ef Deputy Clerk based on certifications and experience. MAJOR DUTIES Develops City Council meeting agendas; Coordinates with staff to complete their council items, provides support with formatting, editing, and ensuring consistency of all documents. Prepares a draft packet for the City Administrator and publishes the finali zed agenda in accordance with all required deadlines. Facilitates fulfillment of all public record requests; coordinates with necessary staff for documentation and ensures request timelines are met on a consistent basis. Prepares meeting -minute templates and supporting documentation for City Council meetings, Planning Commission meetings and Board of Adjustment meetings. Attends and facilitates City Council meetings in the absence of the City Clerk, as needed. Tracks, maintains, and publishes all official legal ads and department publication needs with the local press, while also assisting staff with their departmental publications. Reconciles monthly invoices for legal ads and processes related payments. Assists with obtaining final signatures for resolutions, ordinances, and minutes following City Council approval. Supports the maintenance of records management and archival systems for official City records. Assists City Clerk with updating and maintainin g city code. Maintains Cemetery Deeds and assists the public with cemetery inquiries. Coordinates with the Wyoming Liquor Division and Sheridan Police Department to process new and transfer liquor license applications. Distributes annual license renewal applications, tracks submissions, and facilitates the renewal process for all license ho lders. Supports staff with inquiries related to official city records; locates available requested information. Assistant City Clerk, Clerk Page 2 Ensures all departmental invoices are tracked and processed in a timely manner. Assists in tracking, maintaining and procuring inventory for the department as needed in accordance with the departmental budget. Assists City Administrator and Mayor in the absence of Executive Assistant. Also assists the City Administrator, Mayor, Council, the Municipal Court Clerk, and other City staff with various projects as assigned. Attends departmental meetings in the absence of the City Clerk, as needed. Serves as a Wyoming Public Notary . Supports the Sheridan Public Arts Committee (SPAC); Attends meetings, provides year to date budget reports to the committee on a routine basis; processes and tracks incoming SPAC donations; maintains master spreadsheet that identifies pertinent data on the Citys permanent pieces of art; processes invoices and helps with procurement of supplies and sculptures as needed in support of the committee. Coordinates the Citys election process with the City Clerk, County Clerk and the County Elections Clerk. Assists the City Clerk in the event of any special elections. Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel and processes. Assists staff and customers with audio/visual equipment in council chambers as needed. May be required to work outside of normal business hours; flexible scheduling or compensatory time may be available to accommodate additional hours worked. Performs related duties. KNOWLEDGE REQUIRED BY THE POSITION Knowledge of modern office practices, procedures, equipment, and related computer software. Knowledge of the principles, laws, and regulations related to municipal records retention. Knowledge of City and department policies and procedures. Skill in oral and written communication, including editing and formatting documents with strong attention to detail. Skill in delivering great customer service to internal and external customers. Skill in maintaining, tracking, and managing multiple concurrent deadlines. Skill in the organization and maintenance of files and records. SUPERVISORY CONTROLS The City Clerk assigns work in terms of detailed instructions. The supervisor checks completed work for compliance with procedures and the nature and propriety of the final results. Assistant City Clerk, Clerk Page 3 GUIDELINES Applicable guidelines include City policies, City Code, Wyoming State Statutes, and standard operating procedures. Interpretation and judgment may be required when applying these guidelines. COMPLEXITY/SCOPE OF WORK The work consists of related administrative duties. The diverse nature of the required tasks contributes to the complexity of the position. The purpose of this position is to provide administrative support to the department. Effective performance ensures efficient departmental operations, supports the delivery of high -quality services to the community, and promotes a positive public image of the City. CONTACTS Regularly communicates with the City Administrator, Mayor, City Council members, board members, department heads, city employees, liquor license applicants, representatives of other municipalities and professional associations, and the general public. Contacts are typically to give or exchange information, resolve problems, and provide services. PHYSICAL DEMANDS/ WORK ENVIRONMENT The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light and heavy objects. The work is typically performed in an office. SUPERVISORY AND MANAGEMENT RESPONSIBILITY None. MINIMUM QUALIFICATIONS Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills commonly associated with completion of high school or equivalent. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years. Possession of a valid drivers license issued by the State of Wyoming for the type of vehicle or equipment operated. Assistant City Clerk, Clerk Page 4 The City of Sheridan is an at -will employer. This means that either party - the employee or the employer - may end employment at any time, with or without cause, with or without notice. All the terms, conditions and benefits of employment with the City a re subject to change at any time, with or without notice, at the discretion of the City.