City Clerk

City of Manhattan Kansas•Manhattan, KS

7d•$89,092 - $111,376

About The Position

The City Clerk provides a wide variety of professional, confidential, administrative, and technical duties that support the overall mission of the City and the City Manager’s Office. This position provides and responds to internal and external communications in relation to the City Commission; directs and oversees the implementation and management of the City’s Records Retention and Disposition Program to fulfill City, State and other regulatory requirements for record maintenance and retention; serves as the official custodian of the corporate seal; and serves a primary role with public papers, official documents, minutes, ordinances, contracts, resolutions, deeds, easements, historical records, and other official papers. Additionally, the City Clerk works with the City Manager’s Office in the completion of projects and administrative details as needed and may be called on to attend meetings on behalf of the Office.

Requirements

Bachelor's degree in Business Administration, Public Administration, Public Relations, or a related field.
Six years increasingly responsible related experience.
An equivalent combination of education and experience may be considered as meeting the minimum qualifications.

Nice To Haves

Certified Municipal Clerk or Master Municipal Clerk Designation preferred.
Supervisory experience.
Notary.

Responsibilities

Provides and responds to internal and external communications in relation to the City Commission on a broad range of programs, services, issues, and polities.
Assures preparation and distribution of Commission legislative & work session packets & review agenda items.
Oversees distribution of agendas & notification of all Commission-related meetings to meet KOMA requirements.
Attends Commission meetings, reads proclamations at meetings; oversees Mayor and City Manager signing documents, and prepares Commission minutes; maintains records of all City Commission-established advisory boards.
Directs the activities required for City Commission resolutions, certifications and accountability to the County Register of Deeds, legal advertising requirements, contract procedures, and certifying various tax exemptions, and other certifications.
Oversees distribution of mail folder and mail to the Commissioners.
Prepares/updates orientation material for newly elected Commissioners, Commission candidates, new Mayor; oversees transition/installation of Commissioners; order plaques, nameplates, and business cards; assists the Commission in maintaining an updated Statement of Substantial Interest.
Assures all City Board/Committee policies are followed, and membership vacancies are filled in an appropriate and timely manner, and applicant meets any requirement to fill a position, providing training to new staff liaisons as to their responsibilities and the City Clerk’s Office responsibilities, assures that agendas are posted by Staff Liaisons in a timely manner prior to their meetings; keeps information on each Board on City website up to date.
Oversees that a Board Appointment Memo for the Mayor is prepared for inclusion in the Commission packet and that letters (appointment and thank you) and thank you for serving certificates for Mayor are sent to board members and that Board records are updated and retained.
Coordinates agenda items for Joint City/County/County and Intergovernmental Luncheons, notice, and distribute agendas. (Monthly)
Assures City Administration and City Commission are RSVP'd for various events and meetings, manages Commission calendars, and assures notifications are done to meet KOMA requirements; secures passes to Fort Riley for City Administration and City Commission, and makes travel arrangements.
Handles contracts and prepares the City Commission Agenda memo for City Administration.
Maintains/updates Planning Chart.
Advises City staff on procedures and special requirements specified in State statutes.
Maintains effective working relationships with City staff, City Commissioners, other government officials, organizations, and public, and fosters a working environment that supports professionalism and integrity.
Receives and distributes to departments Notice of Claims, Bankruptcies, and Insurance Proceeds.
Prepares, directs, and maintains accurate, well-organized, and effective records, statements and reports.
Oversees City records; reviews & signs documents; oversees publication and handling of ordinances, resolutions, Interlocal Agreements as required; receives, distributes, reviews & responds to open record requests; oversees Advisory Board & Committees; orders miscellaneous publications for City departments, RCPD, KSUPD, libraries; updates/maintains/distributes Code of Ordinances.
Assures an effective and efficient Records Management Program and retrieval system by ensuring proper publication and filing of Ordinances, Resolutions, and other legal notices; by providing managerial guidelines to City employees, and by ensuring records are properly filed, indexed and electronically stored.
Assures the Kansas Open Records Act (KORA) is followed as per Kansas Statutes Annotated (KSA).
Serves as the local Freedom of Information Officer, which is required by all public agencies covered by the Open Records Act.
Reviews the preparation of official City proclamations. Assists with the coordination of proclamations with the mayor and requester.
Oversees the coordination of bid openings by verifying Commission Room is available and scheduling the room, reads bids, and notifies necessary City staff. Coordinates Request for Proposals or Request for Qualifications with Customer Service, the Clerk’s Office, and the Department the request is for.
Coordinates for City Departments and provides documents to title company for closings on easements, land acquisition and land sale.
Files various records with the County Register of Deeds (Weekly), Secretary of State (Annually and as needed), and Attorney General (as needed).
Distributes notification of City Boundary, Annexations, Historic Districts
Prepares application for the City for tax exemption on City-owned property and sends to the County Appraiser and Board of Tax Appeals.
Coordinates special requirements, required approvals and other activities necessary to originate, finalize, issue and deliver legal documents, ordinances and other records legally requiring the signature of the City Clerk.
Responds to requests for information (Open Record Requests) and answers questions from the public and City staff requiring judgment and interpretation of various documents including the Filing of Claims for Damages Against the City.
Signs off on various licenses (as needed)
Prepares documents for the Mayor’s and City Manager’s signature (wet and digital), verify authority to execute per Purchasing Policy, Commission approved for execution, attest their signatures and provide fully executed documents to other party.
Assures execution and mailing of various documents for Bond Counsel for Industrial Revenue Bonds, General Obligation Bonds, and Temporary Notes.
Oversees/maintains/disposes of all titles for City vehicles.
Provides leadership of staff and support to the City Manager’s office.
Answers questions from public, staff, and departments; performs research for answers.
Hires and trains staff members, as needed.
Provides supervision and oversight of applicable staff.
Coordinates schedules of applicable staff.
Administers City of Manhattan Policies and Procedures in a consistent manner.
Ensures employees supervised demonstrate productivity, competence, and high morale, as well as utilize employees’ skills and abilities.
Conducts performance planning and evaluations for employees in a timely manner, to include development of goals, objectives, and deadlines.
Resolves routine personnel issues or problems.
Leads and manages staff with clear and consistent communications.
Assists City Manager with providing information to and gathering from the City Commission for his/her annual evaluation.
Other duties as assigned.

Benefits

Boot, Clothing and Vehicle Allowances, if applicable.
City issued Cell Phone, if applicable.
Retirement/Pension - City employees are required by statute to contribute to the Kansas Public Employees Retirement System (KPERS). Voluntary retirement contributions are offered with Nationwide, Mission Square, and Empower KPERS 457.
Medical, Dental, Vision - The City offers an excellent benefits package that includes wellness, medical, vision, dental, and prescription drug benefits.
Paid Holidays – 10.5 paid holidays per year plus one additional floating holiday.
Paid Vacation - 12 to 26 days per year based on years of service.
Paid Sick Leave - 12 days per year.
Paid Parental Leave - up to 6 weeks of paid leave.
Education Reimbursement, Professional Development. Certifications/Licensure - The City will reimburse up to $8,000 per calendar year for tuition and fees. Professional Development funds are based on department budget. Certification/licensure may be reimbursed by the City.
Other Benefits - Long-term disability, employer paid group life insurance, basic life insurance, employee assistance program and an array of voluntary benefit options.