Essential Functions:
The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.
Supervises, directs and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals.
Attends City Council meetings; prepares agenda and synopsis; records and types minutes of council meetings; maintains a record of Council proceedings; prepares PowerPoint presentations for meetings; documents Council actions and official voting records.
Maintains custody of the rules, ordinances and resolutions of the council and keeps a record of them when adopted by the council.
Makes all arrangements and public notifications for Council and committee meetings.
Directs publication, recording, and distribution of various official documents, specifically: ordinances, resolutions, municipal orders, agendas and proclamations; directs and assists with preparation of these documents.
Directs maintenance and safekeeping of permanent records for all city departments; coordinates records retention system for all departments; oversees destruction of municipal documents; ensures established procedures are followed in the maintenance and destruction of records.
Maintains city documents and records; certifies and attests official documents and city contracts; approves payroll of assigned staff and forwards for disbursement.
Plans and directs all aspects of municipal elections; compiles data for ballots; coordinates the selection, approval, notification, and training of election officials; selects polling locations; orders needed voting equipment and supplies; inspects and seals voting machines; manages the compilation of qualified voters list; publishes, distributes and maintains list prior and during elections; manages absentee balloting processes; oversees the counting of ballots.
Manages reapportionment of council districts after Federal census and presents to Council a reapportionment plan and maps.
Certifies qualifications of candidates; receives candidates’ statement of economic interests and forwards to State Ethics Commission within five days of qualification.
Prepares election ballots and receives nominations for the Tuscaloosa Police Officer’s and Firefighter’s Retirement Plan in accordance with and pursuant to Alabama Act No. 99-568, Section 7.02.
Serves as custodian of official city seal.
Must perform all tasks required by statute or ordinance of the City Clerk.
Shares knowledge with city officials, other governmental agencies, dignitaries, managers, supervisors and staff; develops and maintains courteous relationships with department staff and employees in other departments, representatives from organizations, and the public; handles requests, suggestions, and complaints in order to project and maintain a good departmental image.
Prepares and maintains schedule of all public meetings and notice of same to ensure compliance with Alabama Open Meetings Act.
Conducts speeches; assists the Mayor and Council Members with speech preparation; represents the Mayor and City and serves on local and state boards, committees, and commissions as requested and needed; maintains the budget for the Mayor and City Clerk’s office; approves all expenditures of Mayor/Clerk Department.
Presents programs and conduct speeches to local organizations, schools, churches, and civic clubs on behalf of the city.
Coordinates meetings for discussion and dissemination of information; provides copies of bills to appropriate departments; updates staff and Council of status.
Assists the general public in researching City Council actions and city business.
Retrieves and opens incoming mail; distributes to appropriate personnel and/or departments.
Performs clerical duties to assist staff in the daily operation of the department; answers telephones; photocopies documents; mails outgoing correspondence.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
Incorporates continuous quality improvement principles in day-to-day activities.
Recommends policies and procedures that guide and support the provision of quality services by the Department.
Must meet regular attendance requirements.
Must be able to maintain good interpersonal relationships with staff, co-workers and managers.
May serve as administrator to continue the efficient and effective operation of City business when the Mayor is temporarily out of the office.
Performs other related duties as required.
Minimum Qualifications:
Bachelor’s degree in Public Administration, Business Administration or related field required; five years of progressively responsible administrative experience in municipal government or a related field. Supervisory experience required. Must possess and maintain a valid driver’s license.
Minimum Requirements to Perform Essential Job Functions:
The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.
PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including computers, printers, calculators, dictation equipment, and telephone. Physical demand requirements are at levels of those for sedentary work.
DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include resolutions, ordinances, parliamentary procedures, and other pertinent data.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with city officials and the general public.
LANGUAGE ABILITY: Requires ability to read a variety of legal, administrative and parliamentary documentation, directions, instructions, and methods and procedures. Requires the ability to write basic job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively basic principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to add and subtract; multiply and divide; calculate decimals and percentages.
FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include computers, printers, calculators, dictation equipment, and telephone.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.
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