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City of Fayetteville, Arkansas

OFFICE AND RECORDS ASSISTANT, CITY CLERK - 2011-00104

SALARY

$10.56 - $16.09 Hourly

$21,957.00 - $33,462.00 Annually

LOCATION

Fayetteville, AR

JOB TYPE

Full time

JOB NUMBER

00104

DEPARTMENT

City Clerk Department

OPENING DATE

06/22/2011

CLOSING DATE

Continuous

SALARY

$10.56 - $16.09 Hourly

$21,957.00 - $33,462.00 Annually

LOCATION

Fayetteville, AR

JOB TYPE

Full time

JOB NUMBER

00104

DEPARTMENT

City Clerk Department

OPENING DATE

06/22/2011

CLOSING DATE

Continuous

Essential Job Duties

  1. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non-disruptive.
  2. Answer multiple phone lines and direct calls to the appropriate division or agency.
  3. Interact frequently with the Mayor, City Attorney, department directors, division heads and administrative staff, regarding contracts, leases and various city documents.
  4. Assist with research of city records and respond to difficult or sensitive inquiries, complaints, and FOIA requests from citizens, staff and elected officials in a timely manner. 
  5. Schedule meeting rooms and prepare the weekly meeting room calendar. Distributes copies of the calendar to staff and citizens and posts to the website.
  6. Route City Council agenda items for review and signatures prepare City Council agenda, labels and distributes to staff, press, and citizens. Attend pre-agenda meeting with Mayor, City Attorney and department directors as needed.
  7. Set up City Council meetings.
  8. Transcribe City Council minutes in an accurate and timely manner.
  9. Maintain an equipment check out log.
  10. Sort and distributes incoming and outgoing mail daily. Also distributes interdepartmental correspondence daily.
  11. Assist in the care, organization and maintenance of all City records; preparation, imaging, indexing, jacketing, and storage of records, and the retrieval of records on microfilm and microfiche.
  12. Maintain the Alderman voting log, City Council meeting minute books, resolution books and ordinance books.
  13. Reviews newspaper to update the Police and Fire Pension list daily.
  14. Ability to maintain records and compose correspondence.
  15. Perform other duties as assigned.

Secondary Job Duties

  1. Perform typing assignments including documents and reports. Enter data to the AS400 and to spreadsheets.
  2. Prepare Board and Committee information which includes placing ads in the newspaper, scheduling interviews, checking voter registration and assisting the City Council Nominating Committee.
  3. Perform a variety of permanent filing functions, requiring knowledge of filing skills with an emphasis on accuracy in maintaining files.
  4. Assist in the preparation of Policemen’s and Firemen’s Pension agenda, and transcribe minutes of the meetings.
  5. Prepare purchasing requests and correspond with vendors.
  6. Maintain and update a portion of the City Clerk Division’s web page.
  7. Provide clerical support to the City Council.
  8. Assist in the preparation of City elections; help with the verification of petition signatures, proof reading ballots, publishing official notice of election and the official proclamation of election results. Assist in the filing and maintenance of election files, statements of financial interest and other necessary election information as required by law.
  9. Assist with the preparation of payroll as needed.
  10. Assist in the preparation of accounts payable as needed.
  11. Other secondary duties as assigned.

Minimum Qualifications

  1. High School Diploma or GED and one (1) years of related office and/or administrative related experience.
  2. Effectively communicate with others orally and in writing.
  3. Ability to read legal documents; and must have the ability to respond in a professional manner to common inquiries or complaints from citizens/customers, regulatory agencies, or members of the business community.
  4. Must have thorough knowledge of administrative practices and procedures. Considerable skill in typing, proficient in the use of a personal computer and other related software programs such as word processing applications (i.e. Microsoft Word, WordPerfect), and basic knowledge of spreadsheet applications (i.e. Excel). Must have the ability to learn to use dictation equipment and transcribing materials – requiring both speed and accuracy. Must be able to effectively operate standard office equipment and the ability to learn non-standard office equipment such as; large format scanners, desktop scanners, microfilm readers/printers, and jacketing machine.
  5. Must be able to multi task and prioritize work load with frequent interruptions. Position is required to work under considerable pressure with frequent interruptions and occasional tight deadlines to accomplish assigned responsibilities.
  6. “Notary” Status Preferred.
  7. While performing the functions of this job, the employee is regularly required to stand, move from office location to office location. Must be able to regularly sit; stand, use hands to finger, handle, or feel; reach with hands and arms; climb ladders to retrieve boxes of documents or balance; stoop, kneel, crouch. The employee must frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities to accomplish computer and office work. 

Employer
City of Fayetteville, Arkansas
Phone
479-575-8278
Website
http://www.accessfayetteville.org
Address
113 W. Mountain

Fayetteville, Arkansas, 72701
Employer
City of Fayetteville, Arkansas
Phone
479-575-8278
Website
http://www.accessfayetteville.org
Address
113 W. Mountain

Fayetteville, Arkansas, 72701
OFFICE AND RECORDS ASSISTANT, CITY CLERK - 2011-00104 Supplemental Questionnaire
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