(a) Performance of Duties. It shall be the duty of the Clerk/Administrative Assistant to Council to perform the duties set forth in the Ohio Revised Code for the clerk of a legislative authority, the duties set forth in this section and such other duties as may from time to time be required by order of Council.
(b) Job Description. The Clerk/ Administrative Assistant to Council shall be appointed by and serve at the pleasure of the Council. The immediate supervisor of the Clerk/Administrative Assistant to Council shall be the President of Council, subject to the direction of Council. The Clerk/Administrative Assistant to Council shall also be subject to all other ordinance and other rules and regulations governing employees of the city.
(1) The Clerk/Administrative Assistant to Council shall perform the duties of the position on a full-time, forty-hour per week basis, during such hours as the President of Council may establish, subject to the direction of Council. The Clerk/Administrative Assistant to Council shall attend all meetings of Council and its Committees, notifying the President of Council or President pro tem in the event of illness or other circumstances preventing such attendance or other fulfillment of the Clerk/Administrative Assistant duties.
(2) The Clerk/Administrative Assistant to Council shall maintain the official records of Council, including, but not limited to, a correct and accurate journal of the proceedings of Council and its Committees, a correct and accurate record of all ordinances and resolutions considered by Council, together with a record of their publication where required by law, a record of all notices published on behalf of Council, and a record of all correspondence on behalf of Council.
(3) The Clerk/Administrative Assistant to Council shall be guided in the performance of the foregoing duties by the outline more fully set forth in subsection (c) hereof, which outline is general in nature and not comprehensive.
(c) Outline of Duties.
(1) Daily office routine.
Open and close office.
Pick up and distribute mail after time stamping it.
Answer telephone
Respond to inquiries from the public and municipal officers.
Research ordinances and resolutions as requested.
Post notices of meetings in all required areas (City Hall, Armory, City Council Office, City Website, etc.) Schedule meetings and hearings as requested. Invite individuals, including the media, via email.
Do filing.
Purchase supplies and pay bills as needed.
Attend committee meetings, and prepare minutes thereof in typed form, and forward requests for the preparation of legislation to the Law Director. Post hours worked.
(2) Council meetings routine.
A. Pre-meeting. Obtain agenda and legislation, distribute accordingly to Council, Administration, and media. Prepare communications for the sixth order of business, distributing copies of Council. Distribute new legislation to the proper committee chairman for signature.
B. Meeting.
Call the roll.
Read notice of meeting, if appropriate.
Announce public hearings to be held, if appropriate.
Record names, addresses and substance of comments of those persons addressing Council.
Read legislation as required.
Take minutes.
Store folders and documents used during meeting.
Lock up safe and office.
Record, preserve, and ensure meetings are available to the public.
C. Post meeting.
Present passed legislation to President of Council and Mayor for signature.
Date and authenticate passed legislation.
Certify passed legislation, if appropriate.
Distribute copies of passed and signed legislation to the Mayor, Director of Public Safety and Service, Auditor, Director of Development and other department heads as appropriate from the content of the legislation.
As appropriate distribute certified copies of passed legislation to appropriate recipient.
Record committee meetings on calendars.
Maintain a record of passed legislation requiring publication, attach notice of publication to original legislation when received from the Mayor's Administrative Assistant.
Record passed legislation amending the Codified Ordinances in the Codified Ordinances Volume.
Record passed legislation in register of ordinances and resolutions.
Type minutes in minute book and distribute copies to President of Council and Council members for approval at the next regular Council meeting.
(3) At the beginning of each council term
Draft welcoming/congratulatory letters to newly elected Council members.
Draft committee appointment letters to all Council members.
Obtain signed oath from all Council members and store records in safe at 308 Putnam Street
Communicate with IT to update information on website for newly elected Council members.
Communicate with IT to set up new email accounts and devices for newly elected Council members.
Update all city bulletin boards with newly elected Council members' information (committees' appointed to, contact information), and other forms needed.
Send all updated information (committees, contact information, etc.)
Update folders, mailboxes, etc. as needed for newly elected Council members.
Update all committee attendance forms, legislation request forms and executive session forms for newly elected Council members.
Create contact cards for each newly elected Council member.
Ensure that each council member completes the Sunshine Law Training within the two-year term.
Order name plates for Council chambers as needed.
(4) Miscellaneous duties.
Prepare annual budget for Council.
Serve on Cemetery Endowment Board and act as its secretary, recording minutes of meetings.
Maintain records of certificates of deposit.
Maintain the legislative calendar and send out monthly updates.
Compile updates to ordinances and resolutions to be sent to the contracted legal codification firm.
Coordinate liquor license requests.
Submit end of year Council summary to the Mayor.
Assist Council members with research as requested following the rules of requesting legislation.
Draft correspondence on behalf of City Council members and Council committees as necessary.
(Ord. 273(20-21). Passed 11-4-21.)