Boards & Commissions Secretary
City Of Strongsville, Strongsville, OH, United States
Boards & Commissions Secretary
The Boards & Commissions Secretary is a full-time position and is appointed by and serves at the pleasure of the Mayor. This position is responsible for the lawful, effective, and efficient management of the City Planning Commission; the Architectural Review Board and the Board of Zoning & Building Code Appeals and ensures that each function in accordance with applicable codes, ordinances and City Charter. This highly responsible administrative position works in close coordination and collaboration with the Mayor's Office, Engineering, Building and Law Departments. Examples of Duties
Serves as Secretary to the Boards & Commissions and records all official actions. Prepares agendas, minutes, and related documents for the Boards & Commissions including assembling all documents needed for distribution to Board and Commission Members. Assists the applicant and/or agents through the submittal process of the applicable Board or Commission and notifies the applicant by letter when their respective project has been placed on the appropriate agenda. Process all payments for applications. Oversees membership status of Boards and Commissions to ensure compliance with City Code. Monitors attendance of Board meetings in conjunction with the requirements of the City Code. Responsible for uploading and scanning all required documents into IWORQ software system for recording. Directs and prepares publication of legal notices, public hearing notices and recording of legal documents. Forward all documents submitted to Boards & Commissions to the appropriate staff/department for review (City Planner, Engineering Dept., Fire Dept., Building and Law Dept.). Responds to questions and requests from the Commission & Boards officers and members. Interacts as necessary with various city departments, contractors and governmental agencies. Serves as the Boards & Commissions public records custodian. Evaluates, makes recommendations and reviews all City records for retention and disposition per State Law. Responds to all records requests per the policies and procedures adopted by the Boards & Commissions in accordance with State Law. Attests to all written contracts and instruments on behalf of the City where required. Prepares documents according to protocol and drafts documents of a more complex nature for review by the Law Department. Must attend all Boards & Commissions meetings. Assists with and provides support to the Finance Department for all procurement-related needs, including requests for bids, bid openings, committee meetings, and other needs as requested. Performs other duties as required. To perform this job successfully, an individual must be able to perform the essential functions of the job satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Typical Qualifications
Five years of experience in government, public administration, or a related field with progressively responsible records management experience. Supplemental Information
The Ideal Candidate: The City is seeking a knowledgeable and experienced Secretary with strong leadership skills and a collaborative, engaging management style. The Boards & Commissions Secretary must be skilled in knowledge of municipal government. Familiarity of municipal codes and ordinances and the City Charter is essential. Must be organized, able to plan and prioritize workloads, and meet multiple deadlines. The Administrator will perform duties independently with minimal supervision and review, emphasizing achieving results on City initiatives. This position requires independent judgment, confidentiality, discretion, and initiative in daily operations. Must have knowledge of public administration, recordkeeping, municipal planning, as well as laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the Boards & Commissions Administrator position. Must work effectively with citizens, elected and appointed officials, and others. The ideal candidate will be personable, approachable, and have excellent communication and interpersonal skills.
The Boards & Commissions Secretary is a full-time position and is appointed by and serves at the pleasure of the Mayor. This position is responsible for the lawful, effective, and efficient management of the City Planning Commission; the Architectural Review Board and the Board of Zoning & Building Code Appeals and ensures that each function in accordance with applicable codes, ordinances and City Charter. This highly responsible administrative position works in close coordination and collaboration with the Mayor's Office, Engineering, Building and Law Departments. Examples of Duties
Serves as Secretary to the Boards & Commissions and records all official actions. Prepares agendas, minutes, and related documents for the Boards & Commissions including assembling all documents needed for distribution to Board and Commission Members. Assists the applicant and/or agents through the submittal process of the applicable Board or Commission and notifies the applicant by letter when their respective project has been placed on the appropriate agenda. Process all payments for applications. Oversees membership status of Boards and Commissions to ensure compliance with City Code. Monitors attendance of Board meetings in conjunction with the requirements of the City Code. Responsible for uploading and scanning all required documents into IWORQ software system for recording. Directs and prepares publication of legal notices, public hearing notices and recording of legal documents. Forward all documents submitted to Boards & Commissions to the appropriate staff/department for review (City Planner, Engineering Dept., Fire Dept., Building and Law Dept.). Responds to questions and requests from the Commission & Boards officers and members. Interacts as necessary with various city departments, contractors and governmental agencies. Serves as the Boards & Commissions public records custodian. Evaluates, makes recommendations and reviews all City records for retention and disposition per State Law. Responds to all records requests per the policies and procedures adopted by the Boards & Commissions in accordance with State Law. Attests to all written contracts and instruments on behalf of the City where required. Prepares documents according to protocol and drafts documents of a more complex nature for review by the Law Department. Must attend all Boards & Commissions meetings. Assists with and provides support to the Finance Department for all procurement-related needs, including requests for bids, bid openings, committee meetings, and other needs as requested. Performs other duties as required. To perform this job successfully, an individual must be able to perform the essential functions of the job satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Typical Qualifications
Five years of experience in government, public administration, or a related field with progressively responsible records management experience. Supplemental Information
The Ideal Candidate: The City is seeking a knowledgeable and experienced Secretary with strong leadership skills and a collaborative, engaging management style. The Boards & Commissions Secretary must be skilled in knowledge of municipal government. Familiarity of municipal codes and ordinances and the City Charter is essential. Must be organized, able to plan and prioritize workloads, and meet multiple deadlines. The Administrator will perform duties independently with minimal supervision and review, emphasizing achieving results on City initiatives. This position requires independent judgment, confidentiality, discretion, and initiative in daily operations. Must have knowledge of public administration, recordkeeping, municipal planning, as well as laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the Boards & Commissions Administrator position. Must work effectively with citizens, elected and appointed officials, and others. The ideal candidate will be personable, approachable, and have excellent communication and interpersonal skills.