Town Clerk/Recorder

JOB DESCRIPTION

Town Clerk/Recorder

DEFINITION

This position is responsible for maintaining records of all council proceedings, handling correspondence on behalf of the Town, preparing agendas, and executing any assignments given by the Board of Mayor and Aldermen. The employee works under the general supervision of the Board of Mayor and Aldermen and under the direct supervision of the Assistant Town Administrator.

ESSENTIAL FUNCTIONS OF THE JOB:

These are typical duties and responsibilities, not an exhaustive list. (All requirements are subject to possible modification to reasonably accommodate an individual with a disability.)

• Maintains the Towns official records, including codes, ordinances, resolutions, contracts, agreements, deeds, reports and other legal documents. Ensures records are organized, current, and easy to locate.
• Prepares and distributes meeting agendas, minutes, resolutions, ordinances, reports, and correspondence in support of the Board of Mayor and Aldermen and Beer Board.
• Prepares and ensures all required public notices, ordinances and legal advertisements are published in accordance with state law.
• Provides copies and certifies copies of official records as required.
• Serves as the Town's Open Records Coordinator and manages the Town's public records policy, including updates and revisions as needed.
• Supports the Board of Mayor and Aldermen by providing information, carrying out assignments, and helping coordinate communication between the Board members and Town staff.
• Attends regular and special meetings of the Board of Mayor and Aldermen and Beer Board; records meeting actions and minutes; obtains required signatures; and maintains official meeting records.
• Maintains and updates the public meeting schedules, Board and committee appointments, and other official Board member information for the Town website.
• Maintains custody of the Town seal.
• Maintains town contracts, licenses, and agreements, and countersigns them as required. Maintains records of the Town's insurance policies and coverage for facilities, vehicles, equipment, and other Town assets.
• Maintains Board and committee training records and tracks completion of annual training requirements.
• Ensures adopted ordinances are properly incorporated into the Town Code and official records.
• Administers oaths of Office for elected Town officials.
• Coordinates and administers the Town's competitive procurement processes, including the preparation, advertisement, receipt, and recordkeeping of RFPs, RFQs, bids, and other solicitation documents.
• Directs and supervises assigned support staff, including assigning work, training, evaluating performance, and supporting professional development.
• Serves as a point of contact for residents, staff, elected officials, vendors, and outside agencies. Responds to inquiries and directs requests to the appropriate department when needed.
• Helps ensure compliance with public records, records retention, privacy, and other applicable legal requirements.
• Assists with the development and implementation of records management policies and procedures.
• Handles sensitive information in an appropriate manner and maintains confidentiality as needed.
• Attends professional training and conferences to maintain required knowledge and certifications.
• Performs other duties as assigned by the Board, Town Administrator, or Assistant Town Administrator.

REQUIRED KNOWLEDGE AND ABILITIES:

• Considerable ability to communicate effectively both orally and in writing with the staff, state and county 1 officials, elected officials, and the public;
• Ability to handle public contact with friendliness, responsiveness, and tact.
• Considerable ability to compare and assess the readily observable functional, technical, structural, and compositional characteristics of data
• Considerable ability to perform mathematical calculations and maintain accurate and complete records and files;
• Knowledge of laws, rules, and regulations affecting Town government;
• Ability to read, write, and understand English;
• Ability to represent the Town in a professional, courteous, and efficient manner;
• Skill in operating office equipment, including operation of an automated accounting system with speed and accuracy;
• Ability to compose correspondence, minutes, reports and other written materials;
• Ability to prioritize Town needs and to coordinate operations and services;

QUALIFICATIONS:

• Bachelors degree in business administration or public administration

A minimum of three (3) years of progressively responsible experience at an executive level, preferably within a local government or related agency that provides public service, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for the position

• Must be certified as municipal clerk and recorder from the State of Tennessee, or obtain certification within three (3) years of employment, or meet State exemption requirements.
• Must maintain certification by attending a minimum of 18 hours of continuing education courses every three years.

WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Work is performed primarily in an office environment
• Subject to sitting, standing, walking, bending, reaching, and lifting objects.
• Physical exertion may be required to lift office supplies and other materials.
• Some tasks require the ability to perceive and discriminate colors or shades of color, sounds, depth, texture and visual cues or signals. The noise level is usually moderate to loud.
• Normal work responsibilities not only require a sighted individual (vision corrected to 20/20) for computer usage and visual inspections of facilities, machinery and equipment maintenance, but also requires an individual with normal hearing (hearing corrected to normal ranges) for direct and telephone contact with contractors, employees, and the public.
• The typical work schedule is Monday through Friday from 8 AM until 4 PM
• Required to work Town sponsored Special Events as needed

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