Assistant City Clerk

Major Duties

• Develops City Council meeting agendas; Coordinates with staff to complete their council items, provides support with formatting, editing, and ensuring consistency of all documents.
• Prepares a draft packet for the City Administrator and publishes the finalized agenda in accordance with all required deadlines.
• Facilitates fulfillment of all public record requests; coordinates with necessary staff for documentation and ensures request timelines are met on a consistent basis.
• Prepares meeting minute templates and supporting documentation for City Council meetings, Planning Commission meetings and Board of Adjustment meetings.
• Attends and facilitates City Council meetings in the absence of the City Clerk, as needed.
• Tracks, maintains, and publishes all official legal ads and department publication needs with the local press, while also assisting staff with their departmental publications.
• Reconciles monthly invoices for legal ads and processes related payments.
• Affords support with obtaining final signatures for resolutions, ordinances, and minutes following City Council approval.
• Sustains records management and archival systems for official City records.
• Affords support with updating and maintaining city code.
• Affords support with obtaining and processing liquor license applications.
• Distributes annual license renewal applications, tracks submissions, and facilitates the renewal process for all license holders.
• Sustains support with inquiries related to official city records; locates available requested information.
• Affords support with maintaining and procuring inventory for the department as needed in accordance with the departmental budget.
• Sustains support with various projects as assigned.
• Attends departmental meetings in the absence of the City Clerk, as needed.
• Serves as a Wyoming Public Notary.
• Sustains support with the Sheridan Public Arts Committee (SPAC); Attends meetings, provides year to date budget reports to the committee on a routine basis; processes and tracks incoming SPAC donations; maintains master spreadsheet that identifies pertinent data on the City's permanent pieces of art; processes invoices and helps with procurement of supplies and sculptures as needed in support of the committee.
• Coordinates the City's election process with the City Clerk, County Clerk and the County Elections Clerk.
• Affords support in the event of any special elections.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel and processes.
• Affords support with audio/visual equipment in council chambers as needed.
• May be required to work outside of normal business hours; flexible scheduling or compensatory time may be available to accommodate additional hours worked.

Qualifications

High school diploma or equivalent required. Bachelor’s degree preferred. Previous experience in a clerical or administrative capacity is preferred. Must have excellent organizational skills, attention to detail, and the ability to prioritize tasks effectively. Proficiency in Microsoft Office Suite is required. Experience with Adobe Acrobat and legal document preparation is preferred. Must possess a valid driver’s license and reliable transportation. Must be able to lift up to 40 pounds and stand for extended periods of time. Must be able to work flexible hours, including evenings and weekends as needed.