To apply, an Employment Application must be submitted.
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Please fax your Employment Application to 334-285-6460, e-mail to firstname.lastname@example.org, or drop off at Millbrook City Hall located at 3160 Main Street during regular office hours.
Reports To: Mayor
FLSA Status: Exempt
Starting Salary: $44,000-$50,000
Approved By: City Council
Approved Date: 10/13/2020
SUMMARY: This is a highly responsible administrative position responsible for maintaining official records and documents of the city providing support for the Mayor and City Council. This position also directs a wide variety of management, supervisory, and administrative duties pertaining to the operation of the City government, as well as overseeing elections. Work is performed independently within the framework of municipal law and policy.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
- Prepares agendas for and minutes of City Council meetings.
- Prepares ordinances and resolutions as required for presentation to the City Council.
- Attend City Council meetings, including regular, special, and work sessions.
- Schedules and prepares public meeting notifications and posts notices as required by law.
- Prepares awards and proclamations as needed.
- Answers a wide variety of personal, telephone, and written questions from citizens regarding operations of city government.
- Maintains contact with citizens and outside vendors.
- Researches and shares information with the Mayor’s office, City Council, department heads, and other city employees.
- Facilitates public records requests and coordinates with department heads to obtain requested information.
- Maximizes office productivity through proficient use of appropriate software applications.
- Researches and develops resources that create timely and efficient workflow.
- Establishes uniform correspondence procedures and style practices.
- Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
- Maintains permanent city records, including adopted minutes, ordinances, and resolutions.
- Maintains contract files for agreement and contracts approved by the City Council.
- Maintains deeds and easement files.
- Certifies and attests official documents and city contracts.
- Serves as custodian of the city seal.
- Obtains and maintains annual Statement of Economic Interests forms as required by the State Ethics Commission.
- Assists department heads in determining bid requirements, including posting and publication requirements.
- Generates competitive bids for all city departments.
- Assists department heads with Public Works bids handled through consultants.
- Conducts bid openings, monitors bid process, and follows through City Council approval.
- Coordinates activities of various departments or workers within department.
- Receives and monitors any court actions filed against the city.
- Maintains insurance policies including general liability, property, and public officials’ coverage.
- Files liability and property damage claims against the city, claims involving city vehicles and property, and claims/lawsuits with city attorneys with the insurance carrier.
- Receives and monitors all occurrences of liability incidents.
- Plans and oversees all aspects of municipal elections.
- Receives Statements of Candidacy and forwards to Ethics Commission.
- Assists the Board of Registrars with municipal election activities.
- Coordinates the selection, notification, and training of election officials.
- Coordinates with the Probate Office and County Commission for the preparation of voting lists and the use of voting machines; publishes voters list.
- Coordinates polling locations and the preparation and testing of machines.
- Assists with absentee ballots.
- Oversees the tabulation of election results.
- Executes requests for street lighting and reports street light outage.
- Notifies various governmental agencies and private companies of any changes in city boundaries following annexations.
- Perform other related work as required.
SUPERVISORY RESPONSIBILITIES: No
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Bachelor’s degree in Business, Public Administration, Political Science, or a related field.
- Five (5) years of experience in city government.
- Possession of or the ability to readily obtain a designation of Certified Municipal Clerk (CMC).
- Valid Alabama Driver’s License with no adverse driving record.
- Must be lawfully eligible to work in the United States.
- A criminal background check will be performed for this position.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of the legal requirements relating to the keeping and preserving of board meetings and records.
- Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
- Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
- Ability to write speeches and articles for publication that conform to prescribed style and format.
- Ability to effectively present information to top management, public groups, and/or boards of directors.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form.
- Knowledge of computers and job-related software programs.
- Designation of Notary Public or ability to obtain the designation.
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.
While performing the duties of this job, the employee is regularly required to sit, use hands, and effectively communicate. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
WORKING CONDITIONS: 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 is occasionally exposed to moving mechanical parts and risk of electrical shock. The noise level in the work environment is usually quiet. Must be able to travel approximately 10% of the time.
Municipal Court Magistrate
Beginning Salary: $12.50
Opening Date: October 19, 2020
Closing Date: November 2, 2020
This position is responsible for clerical work involving direct supervision over procedures in preparing and maintaining court records. This person would be responsible for a variety of legal procedures and forms. This person would be responsible for making decisions requiring knowledge of applicable local municipal court procedures and some knowledge of the Alabama State Code pertaining to municipal courts. This position is supervised by the Municipal Court Administrator.
Applicant should have considerable knowledge of business English, spelling, and arithmetic. Applicant must have typing and word processing skills. Applicant must be able to understand and follow moderately complex oral and written instructions and maintain effective working relationships with other employees and the public. Applicant will be required to obtain certification as a court magistrate.
Qualifications include high school graduate or equivalent. Experience in typing, word processing, and clerical work.