The City of Bozeman has an exciting full-time career opportunity for an administrative professional who thrives in a fast paced, public support environment. The primary function in this role is to perform a variety of complex administrative support duties for the City Clerk, other City staff, and the City Commission in the operations of the City Clerk’s office. The nature of the work in this position requires a high level of accuracy, attention to detail, and professionalism. The person in this position must have the ability to establish and maintain effective working relationships with the City Clerk, City Commission, Citizen Advisory Board Members, other City employees, various government agencies, and the general public.
This is an excellent full-time career opportunity with many benefits. As a City of Bozeman employee, you will be part of a team that is committed to impacting and serving the community. This great opportunity also provides enrollment in an established retirement system with significant employer contribution, generous vacation and sick time accruals, and excellent medical, dental and vision benefits!
Bargaining Agreement: MFPE
Fair Labor Standards Act Status: Non-Exempt
Work Week: Typically 8:00 a.m. – 5:00 p.m., Monday through Friday with some evening meetings required
Provides administrative support to the City Clerk, other City staff, and the City Commission in the operations of the City Clerk’s Office; performs directly related work as required.
Example of Essential Work (Illustrative Only)
- Performs a variety of complex clerical and administrative support duties, including preparing a variety of written correspondence, reports, procedures, and other materials;
- Attends City Commission meetings, assisting in attendance and participation in meetings, provides for the recording of the meetings, and produces the minutes of the proceedings;
- Participates with the City Clerk, the City Manager, and other City staff in the preparation of agendas and packets for weekly Commission meetings, including ensuring adequate support information is provided for each agenda item;
- Coordinates City Advisory Boards, including acting as a point of contact with liaisons, processing membership applications, preparing Commission Memos for Citizen Advisory Board appointments, and conducting the onboarding process, coordinating member terms, communicating with Commission and staff liaisons and current board members, and maintaining the Citizen Advisory Board webpage;
- Helps ensure Citizen Advisory Board Meeting agendas and minutes are accurately posted and archived, meeting Bozeman Municipal Code and state statutory requirements;
- Participates in City Advisory Board ethics training events and member participation in yearly ethics training, and follows up and reports on members who haven’t completed training;
- Publishes agendas and materials for the general public and City Commission in accordance with Municipal Code and State statutory Requirements;
- Distributes copies of packets and agendas to multiple recipients on a weekly basis and as required;
- Submits weekly agenda and other relevant notices including bid notices and public hearing notices to local newspaper and City web page for publication when necessary;
- Routes and tracks documents for signature;
- Assists in maintaining files and records in the Clerk’s office in accordance with office document management procedures and the records retention schedule;
- Assists in maintaining a complete file of minutes, ordinances, resolutions, and permanent documents;
- Receives requests for general City records from members of the public, determines appropriate department for processing, tracks completion, and processes any payments;
- Receives requests for City Clerk records from members of the public, researches records, and responds to requests for information;
- Provides physical or electronic copies of records as requested, including certifying copies in the absence of the City Clerk;
- Provides information to the general public, other City employees, and the City Commission as required, ensuring confidential or sensitive information is not inappropriately released;
- Participates and takes minutes in meetings with staff and elected officials;
- Acts as City Clerk in their absence;
- Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
- Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas;
- Responds to questions and comments in a courteous and timely manner;
- Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
- Performs other duties consistent with the role and function of this classification.
MINIMUM REQUIRED QUALIFICATIONS
- Associate’s Degree in Business or related field; and
- Two (2) years experience in an office environment; or
- Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Substantial knowledge of general office procedures;
- Some knowledge of or ability to quickly learn State statutes and City ordinances and resolutions;
- Some knowledge of or ability to quickly learn the City’s policies and procedures;
- Some knowledge of or ability to quickly learn the principles and practices of public agency record keeping, the records retention schedule, and the City Clerk’s function;
- Some knowledge of or ability to quickly learn records management software, website content management software, videoconferencing platforms, and other web-based applications;
- Some knowledge of or ability to quickly learn principles and practices of electronic records management;
- Ability to understand and follow oral and/or written policies, procedures, and instructions;
- Ability to prepare and present accurate and reliable reports containing findings and recommendations;
- Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
- Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
- Ability to operate standard office equipment;
- Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
- Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
- Ingenuity and inventiveness and the use of the appropriate levels of discretion in the performance of assigned tasks;
- Consistently performs assignments in accordance with the City’s Core Values of Integrity, Leadership, Service and Teamwork.
REQUIRED SPECIAL QUALIFICATIONS
- Offers for employment are conditional upon satisfactory response to appropriate post conditional offer process.