City of Nelsonville City Council is accepting applications for the position of Council Clerk. The Clerk position is part-time and serves at the pleasure of City Council. The Clerk may not hold any other office or position of employment within the City.
Job Description is listed below. Hours and Pay have changed.
Council Clerk
Job Duties & Responsibilities
The Council Clerk is responsible for providing administrative, clerical, and records support to Nelsonville City Council and assisting Council leadership and administration in ensuring that Council meetings, legislation, public records, and related documentation are handled accurately and in a timely manner, in accordance with applicable requirements.
1. Council Meetings & Meeting Preparation
- Attend all required Nelsonville City Council meetings and perform all duties associated with the Council Clerk position during those meetings.
- Provide a minimum of 20 – 25 hours of work per week outside of required Council meetings to complete the responsibilities of the position, not to exceed 120 hours per month.
- Attend scheduled administrative/planning meetings with the Council President, Vice President, City Attorneys, and City Manager to ensure all parties are informed and prepared for upcoming meetings.
- Work closely with the Council President, Vice President, City Attorneys, and City Manager in preparing and organizing Council meeting agendas.
- Ensure all necessary legislation, reports, communications, and supporting documentation are prepared and distributed prior to Council meetings.
- Distribute meeting materials to Councilmembers, City Manager, City Attorneys, and appropriate Department Heads prior to each Council meeting.
- Be comfortable appearing on camera during Council meetings, including when meetings are recorded, livestreamed, or otherwise made available to the public.
- Assist with the smooth and orderly operation of Council meetings as directed by the Council President or City Manager.
2. Council Meeting Minutes
- Draft accurate and complete minutes following each Council meeting.
- Prepare minutes in a timely manner so they are available for approval at the next regular Council meeting.
- Maintain consistent formatting and organization of minutes in accordance with established City records and Council practices.
- Make corrections or revisions to minutes as directed by Council or necessary to ensure an accurate public record.
- Maintain and organize approved minutes for permanent City records.
3. Legislation & Official Records
- Prepare and maintain accurate records of ordinances, resolutions, and other Council legislation.
- Assign newly drafted legislation the appropriate chronological legislation number to maintain accurate and consistent records.
- Track legislation throughout the approval process.
- Obtain all required signatures on legislation promptly and within applicable statutory or procedural deadlines.
- Give special attention to emergency legislation to ensure required signatures and processing are completed within the applicable time constraints.
- Maintain complete and organized records of legislation, including drafts, signed copies, approvals, and related documentation.
- Ensure properly executed legislation is distributed to all required parties and locations.
4. Distribution & Public Posting
- Send signed and finalized legislation to all required posting locations and recipients.
- Provide applicable legislation and Council documents to required media outlets.
- Coordinate with the City’s website administrator to ensure approved legislation and other required Council documents are posted to the City website in a timely manner.
- Ensure required public notices, agendas, legislation, and other Council-related documents are distributed according to established procedures and applicable requirements.
5. Public Records Requests
- Work closely with the City Attorneys and appropriate City departments to assist in fulfilling public records requests involving Council records.
- Locate, organize, review, and provide responsive Council records as directed by the City Attorneys.
- Assist with ensuring records are provided accurately and within applicable deadlines.
- Coordinate with other City departments when responsive records are maintained outside the Council Clerk’s office.
- Recognize that public records requests may require work beyond the minimum of 20 – 25 hours per week when necessary to meet legal or administrative deadlines.
- Maintain appropriate documentation regarding the fulfillment of public records requests as directed by the City Attorneys.
6. Records Review & Records Maintenance
- Conduct a comprehensive review periodically of previous Council records to ensure the City’s records are complete and properly maintained.
- Identify and document missing, incomplete, or improperly filed records.
- Research historical records and work with the appropriate City departments, officials, or staff to locate or reconstruct missing documentation when possible.
- Maintain an organized filing system for Council minutes, legislation, agendas, resolutions, ordinances, correspondence, and other official Council records.
- Ensure current and historical records are maintained in a manner that allows them to be located and accessed efficiently.
- Assist with improving and maintaining consistent records-management practices for City Council.
7. Communication & Coordination
- Maintain regular communication with the Council President, Vice President, City Manager, City Attorneys, Councilmembers, Department Heads, andappropriateCity staff.
- Ensure all individuals who need Council-related information receive it in a timely manner.
- Communicate changes to meeting agendas, legislation, schedules, or other important Council matters promptly.
- Coordinate with City staff and outside parties as necessary to ensure Council business is properly prepared, documented, and communicated.
8. Professional Expectations
The Council Clerk is expected to:
- Maintain a high level of accuracy, organization, confidentiality, and professionalism.
- Meet deadlines consistently, particularly those associated with legislation, emergency legislation, public records requests, and meeting preparation.
- Be proactive in identifying missing information, incomplete records, or upcoming deadlines.
- Work cooperatively with Council leadership, City Administration, legal counsel, and City departments.
- Be comfortable working independently while also functioning as part of the City’s administrative team.
- Demonstrate professionalism and confidence when interacting with the public, media, elected officials, attorneys, and City employees.
- Maintain familiarity with applicable laws, policies, procedures, and requirements governing City Council records and operations.
9. Additional Duties
- Perform other duties and responsibilities assigned by City Council that are reasonably within the scope of the Council Clerk position.
- Assist with special Council projects, records-management projects, or administrative initiatives as needed.
Core Responsibilities at a Glance
The Council Clerk’s primary responsibilities include:
Meetings
Prepare for, attend, document, and assist with the smooth operation of Council meetings.
Minutes
Draft accurate meeting minutes following each meeting for approval at the next regular meeting.
Legislation
Number, track, obtain signatures for, and distribute Council legislation in a timely manner.
Records
Maintain accurate Council records and identify and correct gaps in historical records.
Public Records
Work with City Attorneys and departments to locate and provide records in response to public records requests.
Communication
Ensure Councilmembers, City Administration, attorneys, Department Heads, media, and the public receive appropriate information and documentation.
Coordination
Work closely with the Council President, Vice President, City Attorneys, and City Manager to prepare for meetings and ensure Council business runs smoothly.
Work Hours
Complete a minimum of 20-25 hours of work each week outside of required Council meetings, with additional hours as necessary to meet deadlines, complete public records requests, process emergency legislation, or fulfill other responsibilities of the position. Not to exceed 120 hours per month.
Pay $3,000/Month
EQUAL EMPLOYMENT OPPORTUNITY
The City of Nelsonville is an Equal Employment Opportunity Employer. Employment decisions are made without regard to legally protected status and in accordance with applicable federal, state, and local laws.
Reasonable accommodations are available to qualified applicants with disabilities. Applicants requiring an accommodation during the application or hiring process should contact Human Resources.
The City of Nelsonville reserves the right to require additional screening, testing, interviews, background checks, drug testing, physical examinations, or other job-related requirements as permitted by applicable law and City policy.
Ashley Scarberry
Human Resources/Payroll Coordinator
City of Nelsonville
211 Lake Hope Drive | Nelsonville, OH 45764
P: 740-300-2131
E: ascarberry@cityofnelsonville.com
