CITY SECRETARY
JOB DESCRIPTION
SCOPE OF RESPONSIBILITIES
This position is accountable for the administration, monitoring and compliance of services and functions which are legally mandated by ordinances and applicable state laws. The City Secretary serves as the administrator and custodian of City ordinances, proclamations, minutes of City Council, and all boards and commission meetings. The City Secretary is also responsible for city elections, records management, as well as the Forest Haven Cemetery, Outstanding oral communications and interpersonal skills are necessary to be able to meet with the public and discuss their problems.
ESSENTIAL FUNCTIONS
The City Secretary manages services and activities of the Office of City Secretary. Duties include, but are not limited to, the following:
Prepare the agenda packets for City Council meetings, as well as all other committee meetings
Attend all City Council and board or commission meetings
Prepare and preserve accurate minutes for all meetings
Record, publish, index, maintain and authenticate City Council minutes, ordinances, resolutions, and other legal documents of the City
Post notices of all meetings
Monitor and provide information on meetings
Certify City documents
Prepare and maintain various legal notices
Prepare proclamations
Assist in the preparation and development of Council Agenda packets, as well as all other committee agendas
Act as agent for the purposes of serving civil process
Performs a variety of other related duties as assigned
Setup new 9-1-1 addresses for the City
Manage city’s Forest Haven Cemetery – sell plots, deal with grieving families, ask for graves to be marked and dug, as well as coordinate with funeral homes.
Maintain confidentiality at all times
Process city grants paperwork
In charge of parliamentary procedures during City Council and Committee meetings
Operation of video software and microphones for all City Council meetings
The City Secretary is responsible for conducting all city-related elections. Duties include, but are not limited to, the following:
Serve as Early Voting Clerk
Conduct elections with professionalism by staying informed on applicable laws
Work with Election Administrator to coordinate use of elections equipment
Prepare all legal notices and required documentation for elections
Receive and verify candidate applications
Receive and post the election results and oversee any recounts
Provide general information to candidates or elected officials and other duties required by law
Contact Secretary of State for advise relating to any election incongruities, as well as reporting of election results
The City Secretary is the City’s Records Management Officer whose duties include, but are not limited to, the following:
Manage the City’s Records Management program
Ensure compliance with Open Records laws and respond to Open Records requests within time constraints established by law
Work in cooperation with other departments by providing advice or assistance
Disseminate information pertinent to records management
Maintain inventory and integrity of records
Develop long-range plans related to records storage and retrieval, space and equipment needs
The City Secretary is responsible for assisting the City Manager with the following Human Resource functions, including, but are not limited to, the following:
Coordinate job postings and receipt of job applications
Process all onboarding and terminations of employees’ paperwork, benefits, retirement, and reporting to the State
Manage workers’ compensation claims
Manage fleet and property claims
Perform fleet management for City owned vehicles
Process all city benefits for employees – healthcare and supplemental insurance, retirement program, wellness program, and longevity pay.
Process FMLA paperwork for employees who are off work for an extended period of time due to their own health issues or a qualified family member’s.
Process all reprimands and honors of recognition efforts.
Host Parties for Retirees, Council, and other Staff
Purchases of retirement gifts
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