2026-A Assistant City Clerk (4/2026)

The purpose of this position is to provide support for the City Clerk's Office. Job duties consist of related administrative duties. Successful performance contributes to the efficiency and effectiveness of office operations. FLSA status is Non-Exempt. This position can start at an entry level and includes educational and growth requirements/opportunities. Applicants who currently possess a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks would start at a higher level. The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or logical assignments for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions in this classification, but are determined by the normal requirements for this particular position.

CITY COUNCIL SUPPORT DUTIES

(35%) P repares agenda and packets for City Council meetings. D rafts resolutions for council consideration; researches information required for resolutions and ordinances. S ets up Council Chambers for meetings. P repares and operates PowerPoint presentations. A ttends City Council meetings, and records notes. P repares draft and official meeting minutes to document council action and official voting records. O btains signatures for adopted resolutions, ordinances, and minutes. M ay perform the duties of the City Clerk in his or her absence.

PROCESS SUPPORT DUTIES

(10%) A ssists department heads in determining bid requirements, including posting and publication requirements. A ssists with generating competitive bids for all city departments. A ssists department heads with Public Works bids handled through consultants. A ssists with posting bids through vendor registry software. A ssists with conducting bid openings. A ssists with following the bid through the council approval process. P repares and accepts contracts and accompanying resolutions. O btains required signatures and distributes contracts to relevant parties. R esearches and responds to assessment requests.

RECORDS MANAGEMENT DUTIES

(30%) P repares and submits legal advertisements and posts public notices. P rocesses invoices for advertisement fees; resolves billing issues. T ransfers, adds, and removes vehicles and equipment to insurance policies. A pplies for and transfers tags. R egisters seized vehicles and equipment. U pdates internal insurance spreadsheets. P repares resolutions to declare surplus property. C oordinates the sale and disposal of surplus property. T estifies in court.

MUNICIPAL ELECTIONS SUPPORT DUTIES

(10%) M ay serve as the appointed Absentee Election Manager. A ccepts, distributes, and maintains absentee ballots. P repares, maintains, and updates voter lists. M ay contact and assign poll workers, and election officials and coordinates schedules.

PUBLIC RELATIONS & OTHER RELATED DUTIES

(15%) R eserves space, invites attendees, attends meetings and records minutes for various meetings. S chedules and prepares public meeting notifications and posts notices as required by the Open Meetings Act. M onitors terms of appointment to city boards; notifies the boards, committees, and webmasters of the need for appointments. P repares appointment resolutions. P erforms other duties as needed or assigned. P articipates in continuing education. H igh School Diploma/GED. T wo (2) years' of experience in administrative support, preferably in a municipal government. M ust test for a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks within two (2) years of employment OR currently possess a Certified Municipal Clerk Designation through the International Institute of Municipal Clerks. The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification but are determined by the normal requirements for the particular position. The following list was developed through job analysis; however, it is not exhaustive and other duties may be required and assigned. J ob duties are typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. Employees occasionally lift light objects and distinguishes between shades of color. J ob duties are typically performed in an office. J ob duties require the ability to deal with and relate to people beyond giving and receiving instructions. J ob duties require the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive the nature of sounds by ear. J ob candidates must be able to adapt to and perform under moderate stress. J ob duties require regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

KNOWLEDGE, SKILLS, AND ABILITIES

City of Prattville employees are required to obtain knowledge of the City of Prattville Policies and Procedures, and knowledge of their specific department rules, policies, and procedures. This job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed. K nowledge of department and city policies and procedures, and relevant federal, state, and local laws and regulations. K nowledge of modern office practices and procedures. K nowledge of computers and job-related software programs. K nowledge of the Code of Alabama and the City of Prattville Codes of Ordinances. K nowledge of state bid laws. K nowledge of state and federal election laws. K nowledge of Open Meetings Act requirements. K nowledge of file management principles. S kill in prioritizing and organizing work. S kill in the provision of customer services. S kill in the maintenance of files and records. S kill in the use of such office equipment as a computer, scanner, fax machine, and copier. S kill in oral and written communication.

SUPPLEMENTAL INFORMATION

M ust provide proof of your legal right to work in the United States. M ust possess and maintain a valid driver's license. W illing to work overtime. W illing to cooperate with the workload of the department. W illing to attend continuing education courses. W illing to comply with City of Prattville rules and regulations. M ust submit to drug screenings for this safety sensitive position. M ust accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

EEOC COMMITMENT

The City of Prattville is committed to maintaining equal employment opportunity by considering job applicants and employees for hiring and advancement on the basis of job-pertinent individual differences and not on the basis of extraneous factors such as race, color, religion, sex, national origin, physical and mental disability, marital status, sexual orientation, genetics, status as current or former uniformed service member, or any other classifications protected by law.