Municipal Clerk (Financial Administration)

City of Kingsport•Kingsport, TN

11d

About The Position

Directs, manages and safeguards vital public records for the City including creation, retention, transfer, inspection, and when applicable destruction, in accordance with City Code and Charter. Serves as Deputy City Recorder; administers oaths of office, maintains custody and use of the City Seal, notarizes documents, responds to public inquiries and attends and records official City meetings. Serves on Beverage Board and has Property Custodian responsibilities. The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.

Requirements

Knowledge of the principles, practices, techniques and methods of records management.
Knowledge of the City of Kingsport’s standards, policies and rules for city records retention/storage/ disposal.
Skill in developing and implementing an electronic indexing system for public records that provides a summary status of information on file and the efficient retrieval of the selected records.
Skill in developing and implementing an electronic database for vital records essential to the management and operation of the City.
Skill in analyzing systems, equipment and staffing requirements for the effective and efficient management of public records and make the appropriate recommendations.
Skill in oral and written communications.
Skilled in the operation of a personal computer and various software applications such as WordPerfect, Access, Word and Excel.
Skilled in using Internet search engines.
Bachelor’s degree in Management, Computer Science, Business Law or related field with a minimum of two years experience including records management or a Certified Records Manager.

Responsibilities

Selects the hardware and software and sets procedures for implementation of scanning, indexing and searching the City’s vital and general public records to provide an effective and efficient method of automated records retrieval.
Implements and maintains a color-coded filing system of the City’s original vital records to provide efficient manual retrieval of selected documents.
Enforces control procedures for city offices creating hard copy and magnetic media of vital records (i.e. City Attorney’s Office, Planning Department, Finance Department).
Works collaboratively with City Archivist.
Evaluates and monitors vital records storage requirements, space management, filing equipment.
Records and publishes minutes for semi-monthly Board of Mayor and Aldermen business meetings and work sessions and special called meetings (minimum of four monthly meetings); Review and incorporate agendas, City Recorder notes, and audio and video tapes of these meetings into minutes.
Coordinates and prepares all meeting agendas for meetings held by the City’s Beverage Board; Attends meetings; takes formal minutes of business meetings; process applications for permits to sell beer, coordinate investigation and zoning reviews required for each application, copy, distribute applications to each board member, coordinate attendance; organizes and maintains all board records.
Receives, processes, and tracks and responds to citizen requests to inspect public records and acquire city-owned property.
Maintains deeds for real property, easements and rights-of-way.
Drafts and edits ordinance and resolution documents.
Performs other duties as assigned.