Tammy Branstetter

· In the absence of the City Clerk, acts as Clerk of the Council, to include exercise of signatory authority for documents and independent judgment to take final action on matters as may be necessary. The position of Senior Deputy City Clerk is a classified position under the authority of the City Manager, whereas, the position of the Senior Deputy City Clerk is a non-classified position under the authority of the City Council. The Senior Deputy City Clerk must be able to comprehend and respect the difference in these positions when required to act in behalf of the City Clerk. Requires knowledge of procedures for performing administrative duties in the absence of the City Clerk and maintaining confidentially demanded of the position.

· Certifies copies of documents to be the true and correct copies of documents on file in the City Clerk’s office for legal purposes.

· Trains and supervises Deputy City Clerk in all aspects of daily operation of the City Clerk’s office. Senior Deputy City Clerk must be able to fulfill duties of Deputy City Clerk in the absence of that employee.

· Responsible for compliance with statutory requirements of Open Meeting Law, to include receipt of notices and agendas for meetings, determining if questions should be asked with regard to those documents, timely posting of same, and final filing and archiving. This process applies to the Lawton City Council, public trusts, and various boards and commissions created by the Council.

· Responsible for reviewing actions of mowing/clearing of private property and demolition of structures to insure that legal process was followed. Files notices of liens and releases of same with County Clerk when payment has been received. Files notice of cost with County Treasurer when payment is not received. Deals with citizens involved with such actions, as well as City departments.

· Reviews and recommends changes when necessary regarding the processes used for maintaining information required in the office; develops most efficient and effective procedures to allow for optimum use of available computer programs in developing necessary data bases of information.

· Supervises the filing of official documents of the City from receipt to final archiving and retirement of same.

· Supervises the distribution and processing of all City and general employee checks under established guidelines.

· Acts as an assistant to the City Clerk in carrying out the duties of the office.

· Researches records for reference material used to prepare a variety of reports/documents that requires knowledge of City policies and procedures.

· Assists with campaign disclosure reports and conflict of interest report requirements.

· Prepares and distributes agenda for City Council and City board meetings assuring that proper backup material is available for each item.

· Attends City board meetings; take notes, transcribe, compose, distribute, and fill minutes. Skill in taking notes, composting discussions into minute format to accurately reflect same, and verbatim transcription of all motions and official actions for approval and inclusion in permanent records. Ability to type accurately and with speed. Ability to use typewriter, word processing software, and a variety of office equipment.

· Maintain a register of membership of boards and commissions with term date to keep the Mayor and Council informed of appointments or reappointments. Determine and advise if a member must possess certain qualifications to serve on a particular board; determine the various term lengths, various number of terms allowed, etc.

· In the absence of the City Clerk and the Senior Deputy City Clerk, acts as Clerk of the Council, to include exercise of signatory authority for documents and independent judgment to take final action on matters as may be necessary. The position of Deputy City Clerk is a classified position under the authority of the City Manager, whereas, the position of the Deputy City Clerk is a non-classified position under the authority of the City Council. Requires knowledge of procedures for performing administrative duties in the absence of the City Clerk and maintaining confidentially demanded of the position.

· Prepares and files documents with County Clerk.

· Certifies copies of documents to be the true and correct copies of documents on file in the City Clerk’s office for legal purposes.

· Responsible for compliance with statutory requirements of Open Meeting Law, to include receipt of notices and agendas for meetings, determining if questions should be asked with regard to those documents, timely posting of same, and final filing and archiving. This process applies to the Lawton City Council, public trusts, and various boards and commissions created by the Council.

· Establishes website for City Clerk’s office and maintains information as needed for benefit of the public; enters Council agendas and Council minutes and other pertinent information as required to the website. Updates information in cemetery database as required.

· Attends City board meetings in the absence Sr. Deputy City Clerk; take notes, transcribe, compose, distribute, and fill minutes. Skill in taking notes, composting discussions into minute format to accurately reflect same, and verbatim transcription of all motions and official actions for approval and inclusion in permanent records.

· Receive and assist in opening formal bids and documents proceedings of formal bid openings.

· Maintains petty cash account.

· Receives, stamps, and distributes incoming mail, processes outgoing mail. Maintains postage accounts for all departments.

· Answers in-coming calls and routes callers or provides information as required. Fills in for the City Manager’s secretary as required.

· Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

· Assists in the procurement of departmental materials and supplies.

· Operates a variety of office machines including personal computers, printers, scanners, CDROMS, fax machines, postage machines, and copy machines. Required to work in Microsoft suite of products.

· Prepares and monitors various types of work orders, requisitions and invoices.

· Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

· Reviews office budget accounts and writes requisitions to arrange payments.

· Prepares records such as notices, minutes, and resolutions.

· Acts as custodian of departmental documents and records. Establishes and maintains filing systems, controls records and indexes using moderate independent judgment.

· Maintains inventories and orders office supplies and materials, maintains copies of departmental personnel records.

This position performs administrative duties for the Community Services Department, the Planning Division and for the various agencies and organizations administered by the Community Services Director/Planning Director, such as the City Planning Commission, the Lawton Urban Renewal Authority, and the Lawton Economic Development Authority. This position organizes, coordinates and performs administrative support tasks of a wide variety including research, clerical, financial or technical duties.

ESSENTIAL FUNCTIONS OF POSITION:

· Compose, type, format, finalize, interpret, transcribe, distribute, research, compile, calculate, analyze, process and maintain data in various forms using a variety of office equipment and software applications, including spreadsheets and databases. This includes correspondence, agendas, minutes, reports, memoranda, and forms.

· Prepare and review material for action and initiate final distribution of records, files or information.

· Analyze office equipment needs, prepare justifications for purchase, generate supply/service requisitions and supervise maintenance of inventory records. Purchase and maintain adequate inventory levels for various office supplies and materials.

· Schedule and coordinate meetings, maintain appointment calendars and contact attendees. May coordinate activities with other City departments, divisions, the public or outside agencies.

· Review, evaluate and analyze a variety of complex administrative issues and determine appropriate courses of action that may include changes to administrative processes.

· Greet visitors, answer customer calls or requests and document problems and resolutions.

· Answer office correspondence or draft replies to complex correspondence.

· Make travel arrangements including reservations and ticket purchases.

· Maintain financial records, to include but is not limited to tracking expenses, requisition supplies/services and track purchase orders, notifying supervisor of discrepancies and providing solution-based feedback.

· Establish and maintain filing systems in a variety of media (i.e. hard copy, digital, etc.).

· Monitor work in progress, supply and service agreements/contracts and determine level of performance compared to established standards and timelines.

· Coordinate the flow of interoffice correspondence.

· Safeguard the confidentiality, privacy, and/or integrity of sensitive operational matters that may be communicated to or through the Community Services Director’s office both verbally and in writing.

· Interact with multiple levels of municipal government, to include elected officials, in a professional manner.