Description of Office
Perform the functions of a municipal clerk including knowledge of State
Statute requirements for first class cities; good management and supervisory
skills; general knowledge of investment practice; writing and composition
skills to ensure proper preparation of proceedings of all meetings, as well
as oral and written communication skills; and maintain and preserve all
vital city documents. Under
direction of the Finance Officer, maintains official records of the City,
assists in finance-related activities, and has supervision of clerical
staff.
Services
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Provide billing and collection of accounts receivable and all occupation
taxes for the City
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Issue all licenses and permits
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Preserve and microfilm all official records
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Coordinate retention and disposition of all official records
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Prepare agenda packets for City Council meetings
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Process and secure the execution of all action items on City Council
agendas
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Prepare and maintain official minutes of meetings
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Publish legal notices
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Ensure all City ordinances are published in the Official City Code
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Supervise daily deposits of City funds
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Monitor cash flow and invest all City funds
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Maintain Administration and Finance web sites
A Bit of History
A municipal
clerk position, along with the tax collector, is the oldest public servant.
The office of clerk can be traced to biblical times and even before.
The city clerk's
office could be described as the front office "of city government." It could
be said that no other office in the municipality has as many contacts as
this office. The office serves the mayor, the city administrator, the
council, and all departments and divisions. All of them call upon it almost
daily for some type of service or information. The clerk is also sometimes
described as the secretary for the city and is a continual source of
information for the public. The office of the city clerk is where the seal
is kept; where oaths of office to public servants are filed; where all
official documents and city records, both historical and current, are kept
on file.
The work of the
city clerk is not spectacular but it demands versatility, alertness,
accuracy, and much patience.
"Don't
mind criticism - if it is untrue, disregard it; if it is unfair, don't let
it irritate you; if it is ignorant, smile; and if it is justified, learn
from it. People with weak arguments have to develop strong voices, while
others get lost in thought because it is such unfamiliar territory to them.
It is difficult to believe someone can differ from us and be right, but it
happens."
Examples of Work
Supervises
preparation of agenda packets for city council meetings; prepares council
chambers for meetings; maintains and prepares accurate minutes of city
council and finance committee meetings; plans and supervises work involved
in maintaining official city documents and records including proceedings,
ordinances, resolutions, subdivision agreements, deeds, and easements;
maintains grant files; directs preparation of legal notices and necessary
legal publications; publishes and certifies ordinances as necessary and
supervises codification of required ordinances; files and records documents
when necessary; serves as records manager; supervises billing and collection
of accounts receivables; monitors cash flow for investment purposes ensuring
adequate funds are available for investment obligations of the city; invests
excess city funds; supervises collection of special assessment payments
(paving, water, sewer, water extension); supervises maintenance of bonding
history for fiscal agent on all special assessments; supervises issuance of
all permits, liquor licenses, collection of numerous occupation taxes and
licenses; supervises parking violations bureau; manages execution of city
agreements; permanent member of the safety committee; handles execution of
necessary documents for sale of city property; secretary for City’s three
pension plans; secretary for Northeast Nebraska Solid Waste Coalition
(NNSWC); performs other duties as required. |
