The City Clerk’s administrative duties include, but are not limited to, the following:
(A) Attend all meetings of the City Council, record and sign the City Council proceedings along with all ordinances, by-laws, resolutions, and contracts passed, adopted, or entered into by the City Council;
(B) Enter into a book called “the ordinance book” all ordinances, resolutions, and by-laws passed and adopted by the City Council;
(C) Cause to be published or posted, as provided by law, all ordinances, by-laws or resolutions passed and adopted by the City Council;
(D) Sign, number and keep a record of all licenses, commissions or permits granted or authorized by the City Council;
(E) Take and administer oaths;
(F) File and keep all records, books, papers or property belonging to the city and deliver the document or property to the City Clerk’s successor;
(G) Make and certify copies of all records, books and papers in the City Clerk’s possession on the payment of fees that are allowed county clerks, which must be paid into the city treasury;
(H) Make and keep a complete index of the journal, ordinance book, finance book and all other books and papers on file in the City Clerk’s office;
(I) Drafts agendas and by-laws for City Council and prepares reports on civic needs;
(J) Maintains inventories and orders office supplies and materials;
(K) Prepares meeting agendas or packets of related information; records and edits the minutes of meetings; and distribute to appropriate officials or staff members;
(L) Plans and directs the maintenance, filing, safekeeping and computerization of all municipal documents;
(M) Issues public notification of all official activities or meetings and posting of meeting notices;
(N) Maintains and updates documents, such as municipal codes or city charters;
(O) Coordinates the distribution of ordinances, resolutions or proclamations, so that they can be executed, recorded or archived;
(P) Responds to requests for information from the public, other municipalities, state officials or state and federal legislative offices;
(Q) Performs general office duties, such as taking or transcribing dictation, typing or proofreading correspondence, distributing or filing official forms, or scheduling appointments;
(R) Maintains the city’s website and systematically archives certificates, reports, plans, and other official documents;
(S) Coordinates or maintain office tracking systems for correspondence or follow-up actions;
(T) Researches information in the municipal archives upon request of public officials or private citizens;
(U) Processes claims against the municipality, maintains files and log of claims, and coordinates claim response and handling with municipal claims administrators;
(V) Performs contract administration duties, assisting with bid openings or the awarding of contracts;
(W) Serves as a notary of the public;
(X) Develops or conducts orientation programs for candidates for political office; and
(Y) Perform such other and further duties as the City Council may prescribe.
(Prior Code, § 2.13.030) (Ord. 2019-6, passed 8-19-2019; Ord. 2023-4, passed 5-15-2023, effective 6-16-2023)
Statutory reference:
Similar provisions, see MCA §§ 7-4-4501 through 7-4-4503