CITY OF SUNBURY JOB DESCRIPTION
JOB TITLE: City Clerk
DEPARTMENT: Mayor’s Dept.
JOB TYPE: Full-Time
ACCOUNTABILITY: Mayor and City Council
JOB OBJECTIVE: Assists the Mayor and City Council in the proper and efficient daily administration and operation of the affairs of the City and Departments. The powers and duties of the Sunbury City Clerk shall relate to the general management of all City business, whether by statute, via the Third-Class City Code, or as conferred upon the position by City Council.
ESSENTIAL DUTIES AND RESPONSIBILITIES
OF THE SUNBURY CITY CLERK
1. Be a "Good Will Ambassador" of the City and respond to both public and City employee complaints in an effort to resolve the same and advise the Mayor and Council Members of noteworthy complaints and resolution of such.
2. Be responsible for the management of all human resource-related activities, and thereby initiate, maintain, and secure employee personnel files, mediate disputes between City employees, decide upon and mete out discipline, as necessary, as directed by City policy, and direct City personnel as specifically delineated, decided, or advised by City Council. This responsibility shall place the City Clerk in a position above that of City Department Supervisors and immediately below the designated City Council Department Head.
3. Act in coordination with the City Administrator and serve in a position lateral to the same.
4. Review and provide updated policies and procedures and keep all manuals updated.
5. Except as otherwise provided by the Third-Class City Code and any other applicable laws, and in direct coordination with Department Supervisors and Council Department heads, shall appoint City Employees on the basis of merit system principles and suspending, removing or otherwise disciplining employees, in accordance with the following: (i) The City Clerk may make recommendations to council concerning appointment, disciplinary action(s) or removal at the Supervisor level. (ii) Before taking any action with regard to appointments, disciplinary actions, or removals at the Supervisor level, the City Clerk shall confer with City Council and specifically with the Council Department Head. (iii) City Council shall confirm appointments or removals at the Supervisory level. (iii) However, the City Clerk shall recommend to City Council the appointment, suspension, removal, promotion, demotion and transfer of all non-uniform, non-civil employees to accomplish efficiency in accordance with laws and policies pertaining thereto.
6. In conjunction with the City Administrator, the Mayor, and City Council, develop a
Human resources policy which promotes positive working conditions in the City. These policies shall include, but not be limited to, preventive measures which prohibit discriminatory conduct so that the City is in full compliance with federal, state and local laws.
7. In coordination with the City Administrator and the City’s IT provider, create a City Hall-wide online calendar system for all employees based in City Hall which shall be accessible by City Council, both the City Clerk and City Administrator, and the Supervisors of each City Hall-based department. This calendar system shall be such that the City Clerk and City Administrator have their own individual calendar, along with an individual calendar for each City Hall based Department Supervisor and their employees. (IE - City Clerk, City Administrator, and each Department based in City Hall shall have separate daily calendars online). The aforesaid calendars shall be available to access by the City Clerk, City Administrator, City Council, and the various Department Supervisors at all times for the purposes of increasing coordination and communication.
8. Create meeting agenda, attend city council meetings, special meetings and prepare minutes as required. May participate in discussions with council. Serve as Clerk to the City Council. Prepare minutes and records of proceedings and complete all business resulting from the meetings. Compile the Ordinances and Resolutions of City Council and perform all other such functions as required by law. Nothing in this paragraph shall be construed to permit the City Clerk to vote with council.
9. Ensure all insurances are handled properly, paying close attention to HIPAA 10. Complete all accident reports and coordinate reporting to insurance company and the City Solicitor.
10. Initiate and maintain all health and life insurance records.
11. Participate in the planning of the annual city budget for review and approval by City Council. The recommended budget and an enabling Ordinance shall be submitted by the City Clerk to City Council for its review, not later than the last stated meeting in November of each year. The City Clerk may include an explanatory comment or statement of the recommended budget. The recommended budget shall be in a form as required by law for city budgets and shall contain information explaining the various items of expenditure and revenue as may be required by City Council.
12. Recommend the adoption of measures to City Council as said City Clerk may deem necessary or expedient, while keeping City Council advised of the financial condition of the City and making reports to City Council as directed thereby.
13. Handle general and confidential matters with appropriate courtesy, tact and emphasis.
14. Have the power of a notary public to administer oaths in any matter pertaining to the business of the City or in a legal proceeding in which the city is interested.
15. Maintain a records management system in accordance with the PA Municipal Records Manual.
16. Maintain the records of City Council, which records shall be subject to inspection and copying in accordance with the Pennsylvania Right-to-Know Law.
17. Open, sort, and distribute mail for all City Departments. Coordinate replies and all
correspondence from the Mayor's Office and other departments as needed.
18. Support the administrative needs of the Mayor and City Council Members. Organize schedules, handle correspondence, perform other support activities as requested.
19. Finalize Ordinances in conjunction with the City Solicitor, file the same in the City Administration Office, and send copies thereof to General Code Publisher's Corp. for codification in The Code of the City of Sunbury.
20. Act as the City Open Records officer and transmit decisions and answers where direction and judgement are required in the release of information.
21. Be familiar with plans, programs, and limitations of the City necessary to implement its programs.
22. Prepare reports to local, state, or federal governments or agencies.
23. Process bills from the City of Sunbury. Disburse payment and file in the Administration Office.
24. Collect payments and fees for City programs, services, and recreation facility rental agreements. Maintain relevant records and transfer monies to the City Treasurer's Office.
25. Assist with community event planning, preparation, and execution. Maintain event continuity and financial records.
26. Attend training as required and/or directed.
27. Maintain an excellent personal attendance record.
28. In coordination with the City Administrator, inform and/or update City Council concerning new or ongoing issues of relevant concern.
• General knowledge of federal, state and local programs.
• Maintain general office files, typing material from copy, keep appointment records, record
incoming and outgoing correspondence.
• The City Clerk is subject to financial disclosure requirements of the PA State Ethics Commission.
Ability to read, write, perform basic mathematical calculations, and understand and follow directions. Ability to understand all bookkeeping procedures as required. Ability to perform computer data entry, understand and implement computer software programs and operate various office equipment. Ability to understand departmental requirements. Ability to write, implement and manage grants. Ability to understand and follow departmental policies and procedures. Ability to organize, prioritize, schedule, and maintain confidentiality. Ability to deal courteously and tactfully with the Mayor, City Council members, Board members, other City employees, and the general public. Ability to function well as part of a team. Ability to perform each of the listed essential and other duties in a satisfactory manner. Possess valid PA driver's license.
Able to pass pre-employment physical, drug screen and criminal background check.
• Capable of being bonded.
EDUCATIONAL/LICENSING REQUIREMENTS: College or University Degree preferred. Grant writing, implementation and administration experience preferred. Experience and knowledge of government operation is preferred. Must have a minimum high school diploma or equivalent, PA driver's license, Human Relations, and secretarial experience. Must possess strong computer skills and basic bookkeeping knowledge. Previous office Human Resources and clerical experience or training is essential.
WORK ENVIRONMENT: Work is performed in an office environment and occasionally outside. Sitting, standing, moving about the office, within buildings or outside, keyboarding, pushing and pulling light objects, reaching, lifting, and transporting objects up to 10 lbs. (frequently) and 20 lbs. (occasionally), and more than 20lbs (rarely), and climbing stairs, depending upon job being performed is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
NOTE: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time without notice.