The City Clerk is responsible for supervising all activities of the City Clerk’s Office in accordance with State statues, City ordinances and City policies. Duties include preparing, updating and maintain all official documents of the City, serving as the City’s records custodian and records manager, and keeping accurate records of all proceedings of the Governing Body.
Essential Functions / Responsibilities
•Serves as Freedom of Information Officer to ensure compliance with Kansas Open Meeting and Open Records Act. Along with the City Attorney’s Office, provides expert assistance to departments related to the City’s Open Records Policy and Kansas law related to open meetings and open records. Duties include coordinating placement of City committee meetings on City’s website calendar of events.
•Acts as Records Manager for the City in accordance with Article 10 of Chapter 1 of the Code of the City of Leawood 2000.
•Responsible for updating and maintaining official City records, department files and public documents, which include but are not limited to, ordinances, resolutions, Governing Body meeting minutes, codes adopted by reference, the Code of the City of Leawood (codification of ordinances), contracts, vehicle titles and registrations, deeds and easements, and petitions.
•Certifies under seal of the City and attests to Mayor’s signature; notarizes signatures; certifies true copies, contracts, plat ordinances, resolutions, deeds, bonds, and other City documents. Serves as notary public.
•Serves as Election Official for the City and performs duties that include but are not limited to accepting all candidate filings, overseeing voters’ registration and bond process in accordance with the law, maintaining the ward/precinct map, preparing and the city’s election records. Serves as City’s liaison to the Johnson County Election Office.
•Oversees the licensing and permitting processes and databases for various animal, occupational/business, and regulatory licenses and permits including but not limited to Drinking Establishment/Class A Club Liquor Licenses, Sales Tax Exemption Projects and Special Animal Permits.
•Supervises the performance and work of the Assistant City Clerk and Receptionist; conducts employee performance appraisals, provides development opportunities and performance improvement needs, and handles disciplinary actions.
•Provides administrative and clerical support to the mayor, city administrator, governing body, commissions, committees, and other city departments. Responsible for administering oath of office to elected officials and police officers.
•Responsible for providing administration support to the Governing Body, including overseeing the preparation, distribution and records management of meeting agendas, packets, minutes, resolutions and ordinances. Attending all Governing Body work sessions and regular meetings. Ensuring all items acted upon by the Governing Body are completed, and distributed to the required departments, local and state entities.
•Oversees the coordination of the City bidding process, including but not limited to scheduling of bid openings, request for proposal, publication of legal notices and all records and documentation of the bid process.
•Responsible for the maintenance, update and distribution of the City Code, ensuring all ordinances and resolutions of the City are published in accordance with state and federal law.
•Coordinates annual Fee Schedule review and prepares Fee Resolution for adoption.
•Acts as point of contact to the District Court of Johnson County, Kansas. Responsibilities include but are not limited to filing Statutory Bonds with the County Clerk, recording deeds and easements with the Register of Deeds and certifying budget and special assessments with the county.
•Employee may be asked by the supervisor to perform other duties that are not listed but are essential to the job.
Knowledge, Skills and Abilities
Minimum Qualifications / Requirements -
•Knowledge of Kansas Statues regarding the duties and responsibilities of the city clerk.
•Knowledge of applicable municipality Federal, State and Local laws, codes and regulations.
•Knowledge of Freedom of Information Act and Kansas Open Records Act.
•Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately.
•Ability to understand and operate the city’s financial software program.
•Ability to work independently, as part of a team, and with the public.
•Ability to avoid safety hazards.
•Ability to protect and maintain confidentiality of information.
•Ability to prioritize work and meet deadlines with effective results.
•Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing.
•Must be proficient in Microsoft Office Suite including word and Access.
•Standard office procedures, systems, and practices including the use of a computer.
Education, Training, and Certification Requirements -
•Must possess a minimum of a Bachelor’s Degree in business, public administration or related field, preferred.
•Must have a minimum of seven (7) years of experience in a municipality.
•A minimum of two (2) years of supervisory experience preferred.
•Must be a Certified Municipal Clerk or be able to obtain within six (6) months.
•Must be a Kansas Notary Public.
•Must complete NIMS requirement within a year of hire.
•Must possess a valid driver’s license and acceptable driving record per the City’s drivers Use of Vehicles for City Business policy throughout employment with the City.
Additional Salary Information: Depending on Qualifications
About City of Leawood, Kansas
Leawood, Kansas, a suburban community in the Kansas City Metropolitan area, is located in Johnson County, approximately 10 miles southwest of downtown Kansas City, MO. It covers 14.7 square miles and resembles an elongated rectangle running north/south. Interstate-435 crosses through the City and is just north of the center of the community. The City is bordered on three sides by the cities of Overland Park and Prairie Village, Kansas and on the fourth by Kansas City, Missouri. The City’s land area is approximately 75% developed and growth is expected to continue in the future.