Assistant City Clerk

City of Garden City•Garden City, KS

11d•Onsite

About The Position

Responsible for providing a variety of administrative tasks to support the City Clerk, City Manager’s Office, and the Human Resources Department. This role involves managing licensing programs, handling public inquiries, preparing reports and documents, managing office supplies, assisting with insurance and vehicle fleet documentation, preparing meeting materials, and supporting various departmental needs with office equipment and administrative tasks.

Requirements

High School Diploma or equivalent required.
Skills in using electronic office equipment and software including Microsoft Office and Adobe programs with precision.
Ability to understand verbal and written instructions.
Ability to communicate with City employees, officials, the public and vendors in a professional manner.
Excellent public relations/communication and organizational skills.
Ability to plan, organize, and complete a variety of work activities in a timely manner accurately.
Valid Driver’s License required.
Must obtain a Kansas Driver’s License within 90 days of establishing residency.

Nice To Haves

Bachelor’s degree preferred.
Bilingual preferred.
Possession of, or the ability to obtain, a City Clerk Institution Certificate, or Certified Municipal Clerk (CMC) designation preferred.
Prior experience in business or municipal government position preferred.

Responsibilities

Administer and coordinate all City licensing programs, including application processing, compliance review, issuance, renewals, record maintenance, and customer assistance for Cereal Malt Beverage, Liquor, Itinerant Merchant, and other City licenses.
Answer telephone and receive the general public, providing information or directing callers and walk-in traffic to the appropriate City Department or source of assistance.
Prepare travel expense reports, personal action reports, visa statements, and purchase orders for the City Manager’s Office and City Commission.
Purchase, maintain, and inventory office and kitchen supplies for the City Manager's Office and Human Resources Department.
Coordinate meals, refreshments, and related arrangements for meetings, receptions, and departmental events.
Assist the City Clerk with maintaining the City’s insurance coverage and property claims.
Maintain vehicle fleet documentation, including title paperwork.
Assist the City Clerk with preparing City Commission packets, agenda items, and minutes.
Assist the City Clerk with scheduling meeting rooms and City Administration vehicles for all Department and public use.
Assist all Departments (when needed) with the use and knowledge of postage machines, copiers, fax, and other office equipment.
Order additional funds and supplies for all office equipment.
Assist with responsibilities with the City Clerk on inquiries, scans, and files Quint Claim Deeds and Grant of Burial Rights for Valley Cemetery and Sunset Memorial Gardens.
Serve as Recording Secretary for City Commission in the absence of the City Clerk.
Assist the City Clerk on the publication and filing of all ordinances and resolutions for the City’s Code of Ordinances.
Research and collect information as directed by the City Manager or Assistant City Manager.
Use Microsoft Word, Excel, Access, and Adobe Reader skills to assist City Clerk in preparing official correspondence, memorandums, City agreements, and reports.