[CC 2000 §1-7A-1; CC 1974 §2-28]
At the first (1st) regular meeting of the Board of Aldermen and thereafter, within twenty (20) days after the annual April election of each year, the Board of Aldermen shall appoint a City Clerk who shall hold office until his/her successor is appointed and enters upon the performance of his/her duties. Among other things, the City Clerk shall keep a journal of the proceedings of the Board of Aldermen. He/she shall safely and properly keep all the records and papers belonging to the City which may be entrusted to his/her care; he/she shall be the general accountant of the City; he/she is hereby empowered to administer official oaths and oaths to persons certifying to demands or claims against the City.
[CC 2000 §1-7A-2; CC 1974 §2-29; Ord. No. 946, 11-17-1997; Ord. No. 1100 §1 — 3, 2-13-2006]
A. 
The duties of the City Clerk shall be as follows:
1. 
To have charge and custody of the seal, ordinances and other records, papers and documents entrusted to his/her care and keeping by the Board.
2. 
To attend to such correspondence as may be required.
3. 
To keep the journal of the proceedings of the Board of Aldermen and to enter therein the "ayes" and "nays" of the members on each bill presented for passage as an ordinance. The City Clerk must attend all regular and extraordinary meetings of the Board, usually held in the evenings after normal working hours. As to compensatory time see Section 115.085 of this Chapter.
4. 
To attest to each ordinance passed by subscribing his/her name on the face thereof.
5. 
To issue and attest all warrants ordered by the Board of Aldermen and, in general, to perform such other duties as may be prescribed by law or ordinance or as directed by the Board of Aldermen.
6. 
To be appointed as supervisor over administrative personnel.
7. 
To prepare general administration's annual budget.
[CC 2000 §1-7A-3; CC 1974 §2-30; Ord. No. 953, 4-20-1998]
A. 
Appointment. The Mayor shall appoint, subject to the approval of the Board of Aldermen, a Deputy City Clerk for the City.
B. 
General Purpose. The general purpose of the Deputy City Clerk is to perform a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the City Clerk and assisting in the administration of the standard operating policies and procedures of the office and the City. In the absence of the City Clerk, the Deputy City Clerk will act on behalf of the City Clerk with all powers and duties of the City Clerk.
C. 
Supervision Of Deputy Clerk. The Deputy City Clerk shall work under the general guidance and direction of the City Clerk.
D. 
Essential Duties And Responsibilities. The duties and responsibilities of the Deputy City Clerk shall be:
1. 
Perform routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing and recordkeeping;
2. 
Answer incoming calls and route callers or provide information as required;
3. 
Receive the public and answer questions, respond to inquiries from employees, citizens and others and refer, when necessary, to appropriate persons;
4. 
Assist in the procurement of office materials and supplies;
5. 
Prepare and monitor purchase orders;
6. 
Compose, type and edit a variety of correspondence, reports, memoranda, proclamations, resolutions and other material requiring judgment as to content, accuracy and completeness as assigned by the City Clerk;
7. 
Input data to standard office and department forms, make simple postings to accounts, compile data for various reports;
8. 
Maintain inventories and order office supplies and materials;
9. 
Schedule appointments and perform other administrative and clerical duties;
10. 
Serve as acting City Clerk and attend Board meetings when directed by the City Clerk;
11. 
Provide voter registration and notary services for City business only;
12. 
Issue routine non-technical permits;
13. 
Serve on various employee committees; and
14. 
Perform any other duties assigned by the City Clerk.
E. 
Skills, Knowledge And Abilities. The Board of Aldermen hereby designates that the Deputy City Clerk work requires the exercise of initiative, independent judgment and the application of departmental policies, operating procedures, rules and regulations to a range of work situations that involve considerable public contact. Work may include the performance delegated administrative tasks in contrast to more general clerical responsibilities; must be proficient in windows based word processing applications with preference given to the current City standard; knowledge of general bookkeeping, filing and general office procedures, ability to operate related office equipment, including copiers, fax machines, calculators, dictation machines and knowledge of business English, spelling, arithmetic and grammar.
F. 
Desired Minimum Qualifications. The desired minimum qualifications of the Deputy City Clerk shall be a high school graduate or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping and previous years of increasingly responsible related experience or any equivalent combination of related education and experience; considerable knowledge of computers and electronic data processing, considerable knowledge of modem office practices and procedures, some knowledge of accounting principles and practices; skill in operation of office equipment, skill in taking and transcribing minutes and ability to effectively meet and deal with the public, ability to communicate effectively, verbally and in writing.
G. 
Compensation. The compensation of the Deputy City Clerk shall be set at budget approval of each year.