Committee Clerk

Committee Clerk

The Committee Clerk is responsible for administrative and clerical support for the City Council committees and is responsible for the day-to-day execution and administration of the business for assigned committees, exercising judgment to ensure that all work is prepared and completed in a timely, professional and independent manner. In addition, this position supports special projects requested by the President of the Council as well as for the assigned Committee chairs as well as other duties as assigned to assist with smooth operations of the department and assigned committees. The Committee Clerk also provides citizen service by providing information on all aspects of the functions and actions of the City Council.

Supervision Received: Under the direction of the City Clerk and the Assistant Clerk of the Council, position is responsible for administrative and clerical support for the City Council committees and is responsible for the day-to-day execution and administration of the business for assigned committees, exercising judgment to ensure that all work is prepared and completed in a timely, professional and independent manner. Operates in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments and only elevates concerns to supervisors when matters require interpretation or policy decisions.Supervision Given: Has no supervisory responsibility.

Provides Council Leadership support by reviewing and preparing Council dockets, agendas, reports and Council Orders.Provides Committee support by reviewing and preparing Committee agendas and reports along with supporting documents, making recommendations for scheduling, preparing communication for Committee Chairs, prioritizing agenda items, attending bi-monthly evening meetings of assigned Committees, providing staff support during meetings, managing legal requirements of public hearings including proper notifications and placing legal advertisements and provide advice and recommendations regarding the legislative process forCommittee members, city personnel and citizens. Committee Clerk must possess detailed familiarly with all items before assigned Committees.Provides overall City Council support by generating written communication for Council members, requesting information from City Departments or outside agencies, coordinating review of docket items and requests with appropriate Department Heads, conducting research and archival retrieval, providing support for special committees of the Council as needed, exercising discretion in handling and monitoring confidential information in executive sessions and providing guidance to Councilors in framing issues for the docket including providing advice and recommendations of the legislative process. Committee Clerk must possess familiarity with all items before the City Council.Provides citizen service by notifying interested citizens of upcoming agendas items, directing and explaining City Council and Committee processes and items and responding to citizen inquires of all kinds via telephone, email and office visits including research and archival retrieval.Manages website content by posting all agendas, reports, supporting documents and audio to the City website and keeping Committee pages updated for retrieval by the public as well as City Councilors. Updates government directories and documents as necessary.Possesses a working knowledge of the City Ordinances, an expert knowledge of ordinances and processes pertaining to assigned committees, general knowledge of Massachusetts General Laws including Open Meeting Law and of the operations of City Government.Undertakes special projects as required including research, analyzing and evaluating data and preparing results and recommendations. Special events planning also required.Attends and participates in staff, department, training and other meetings.Performs other duties as required.

Minimum Entrance Qualifications:(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions.)Education, Training and Experience: Bachelor's degree and one to three years of related experience and/or training or equivalent combination of education and experience. Knowledge of recording and office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.

Knowledge, Ability and Skill: Ability to read and interpret documents such as reports and procedures manuals. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to citizens or employees of the City. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals. Ability to calculate figures and mounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra. Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to solve problems and deal with a variety of concrete variables in situations where prescribed standard practices exist.

Physical requirements/work environment:(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) The physical demands described here represent those requirements that must be met by an employee to successfully perform the primary functions of this job. Employees must be able to climb a step ladder and lift 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel.Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.May have contact with the general public, other City departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, video conferencing, electronic communication and oral and written correspondence and involves discussing routine information requiring patience and courtesy as well as providing detailed explanations which requires professional communication both in writing and orally.Has access to confidential information regarding City Council orders, records, etc.Errors in judgment could result in delay or loss of services, legal ramifications, adverse public relations, and monetary loss.

Performance Standard:Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City's values. Employees are also expected to lead by example and demonstrate the highest level of ethics.