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Applications Being Accepted for City Council Clerk Position

Application period effective 12/10 and ends 12/24
Posted on: December 10, 2020 - 10:57am
The Donaldsonville City Council has announced the following position for application. Interested applicants should drop off a resume and cover letter to the Mayor's Office by 12/24 by 12noon or by mail to: City of DonaldsonvilleC/O Joyce Madison609 Railroad AvenueDonaldsonville, LA 70346

Resumes and cover letter may also be emailed as a PDF attachment to: lee@visitdonaldsonville.org

JOB DESCRIPTION

Title: DONALDSONVILLE CITY COUNCIL CLERK

Department: Administration

GENERAL PURPOSE

Under the general direction and with minimal supervision of the City Council and the City Attorney, the city clerk, also referred to as a municipal clerk, oversees the public records of the City Council, attends and takes minutes of city council meetings, and assist in the communication of and publication of the City’s public meetings. Additionally, the clerk oversees processes for collecting and publishing meeting agendas, publishing ordinances, tracking and recording resolutions on behalf of the City of Donaldsonville.

DUTIES

Donaldsonville City Council Meetings

  • The Clerk must attend Donaldsonville City Council Meetings held on the second and fourth Tuesday of each month. The Clerk must prepare the agenda and post according to open meeting guidelines and specifically posted at City Hall at 609 Railroad Avenue and sent to the Mayor’s Office of Community & Economic Development for publication on the City website and other social media as deemed necessary. The agenda must be made available to the public at least five (5) days, excluding Saturdays, Sundays, and holidays prior to the meeting.  The Clerk will contact all members, the Mayor, and city attorneys to compile agenda items. The council chair approves the agenda before publication.
  • The Clerk must attend Committee of the Whole Meetings held on the third Monday of each month. The Clerk must prepare the agenda and follow the same preparation procedure as regular meetings including emailed to all recipients posting at City Hall at 609 Railroad Avenue and sent to the Mayor’s Office of Community & Economic Development for publication on the City website and other social media as deemed necessary. The agenda must be completed the Friday before the meeting.
  • The Clerk must attend Special Meetings of the Council as scheduled. The Clerk must prepare the agenda and follow the same preparation procedure as regular meetings including posting at City Hall at 609 Railroad Avenue and sent to the Mayor’s Office of Community & Economic Development for publication on the City website and other social media as deemed necessary. The agenda must be emailed to all recipients 24 hours prior to the meeting time. This agenda must be signed by the chair before being distributed.

The following procedure is followed for all City Council Regular and Special Meetings:

  • The Clerk must collect and copy the agenda, materials, and all other associated documents needed for the meeting and provide to the Council, the Mayor, the City Attorney and additional copies of the agenda must be provided for the public at the meeting.
  • The Clerk must audio record and transcribe all meetings prior to the start of the meeting on the approved City computer. The Clerk must distribute draft minutes to the City Attorney prior to publication. Once approved by the City Attorney, the Clerk must publish minutes from the City Council and Special Meetings in the official journal; the Donaldsonville Chief. Once approved by the City Council, the Clerk shall distribute minutes the should to all members, the Mayor, the City Attorney and the Mayor’s Office of Community & Economic Development for distribution on the City website and other social media as deemed necessary.
  • When an ordinance is introduced at a council meeting, the Clerk must send a notice to the Donaldsonville Chief and the Mayor’s Office of Community & Economic Development for distribution on the City website and other social media as soon as possible. Once the notice is published, ten days must elapse before it can be adopted.
  • Once an ordinance is adopted by the Council, the entire ordinance must be published in the Donaldsonville Chief and on the City website. Once adopted by the Council, the Council Chair shall sign the ordinance and the Mayor must sign a certificate. The signed certificate will be placed in the minutes book.
  • The Clerk must send copies of the adopted ordinances to the Municipal Code Corporation so they can prepare supplements for the official code book. This is done twice per year.
  • The official minutes must be sent to Municipal Code Corporation for scanning and indexing to be placed on the city’s website. This is done twice per year.
  • The Clerk will publish millage notices and advertisements according to the State of Louisiana Legislative Auditor’s Office. The Clerk must attend the regularly scheduled City Council Meeting (normally in July) when millages are reviewed and adopted. The meeting shall follow the same procedure as is noted in Donaldsonville City Council Meetings. Once a public hearing is held and millages are adopted, a copy of all documents must be sent to the Assessor’s Office.
  • The Clerk will publish the annual budget ordinance and advertisements according to audit guidelines. The Clerk will collect the proposed budget and the amended budget from the City Financial Officer. The Clerk must attend the regularly scheduled City Council Meeting (normally in June) when the budget is reviewed and adopted. Once adopted by the Council, the Council Chair shall sign the ordinance and the Mayor must sign a certificate. The signed certificate will be placed in the minutes book.

Donaldsonville City Commission and Board of Adjustments Meetings

  • The Clerk must attend Planning and Zoning Commission meetings as scheduled.
  • The Clerk must attend Historic District Commission meetings scheduled monthly at a time set by the Commission unless cancelled due to a lack of need.
  • The Clerk must attend Donaldsonville Downtown Development District / Main Street meetings held every quarterly at a time set by the Commission.
  • The Clerk must attend Board of Adjustment meetings held when needed. The Assistant City Attorney is responsible for creating and publishing the agenda according to open meeting guidelines.

The following procedure is followed for all City Commission Regular and Special Meetings:

  • The Mayor’s Office of Community & Economic Development is responsible for creating and publishing the agenda according to open meeting guidelines for all City Commission Meetings.
  • The Clerk shall record and transcribe minutes from this meeting and send draft minutes for approval to all members and the Assistant City Attorney. Once approved, minutes should be distributed to all members, the Mayor, the City Attorney, the Assistant City Attorney and the Mayor’s Office of Community & Economic Development for distribution on the City website and other social media as deemed necessary.

MINIMUM QUALIFICATIONS

Education and Experience – Experience in Microsoft Office products and general computer literacy required. Previous recording / transcribing experience preferred, but not required. Supervisory experience is preferred. High School Diploma or equivalent. Associates Degree or higher is preferred but not required.

Special Requirements – Job responsibilities may require some daytime hours for special meetings. Must have a valid Louisiana Driver's License. Localized travel may be required.

TOOLS & EQUIPMENT USED

Must provide your own personal computer or laptop, including Microsoft Office; motor vehicle; calculator; phone; copy and fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work is performed mostly in office settings. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
  • While performing the duties of this job, the employee is regularly required to sit, stand or walk; talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee occasionally may be exposed to weather conditions. The employee occasionally may be exposed to wet and/or humid and freezing conditions, or be exposed to airborne particles or infectious disease.
  • The noise level in the work environment is usually quiet in the Council Chamber.

PART-TIME POSITION ANNUAL SALARY RANGE Based on work experience.