Statement of Duties
The Assistant Clerk of Committees attends all assigned Board of Aldermen meetings and committee meetings. The Assistant Clerk takes notes at committee meetings and Board meetings, and prepares reports of such meetings. The Assistant Clerk operates audio/video equipment used for recording meetings, when needed. The Assistant Clerk prepares orders, resolutions, and other items for inclusion into the Board of Aldermen’s agendas. The Assistant Clerk provides coverage in the absence of the Clerk of Committees at Board of Aldermen meetings. The Assistant Clerk prepares and maintains communications for each of the committees, notifies committee chairs of pending business, renders assistance as required by the committees, and performs such other duties as required by the Clerk of Committees, the City Clerk, or the President of the Board. The Assistant Clerk provides technical assistance to committees with respect to parliamentary procedure, the rules of the Board, and applicable laws, as needed. The Assistant Clerk assists the Clerk of Committees and City Clerk in managing and implementing the actions of the Board of Aldermen.
- Attends and prepares minutes for Committee meetings, Board meetings, and the Board’s Executive Sessions as needed. Minutes must be completed promptly, accurately, and thoroughly.
- Prepares and sends correspondence for the Committees, including meeting notices, requests to appear, and requests for information.
- Uses the City’s legislative tracking software to prepare and tracks items that are before the Board and in each Committee.
- Operates audio/video equipment to record Committee meetings, when needed.
- Provides coverage in the absence of the Clerk of Committees at Board of Aldermen meetings.
- Prepares and maintains all communications for the Committees, prepares and maintains a meeting calendar, and notifies Committee chairs of pending business.
- Assists, as needed, with the maintenance of the portion of the city’s website that is dedicated to the Board of Alderman’s Committees.
- Provides technical assistance to the Aldermen with respect to parliamentary procedure, the Rules of the Board, Open Meeting Law and relevant state laws.
Education and Experience: Bachelor’s degree with one to three (1-3) years of related work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to effectively perform the essential functions of the job.
Special Requirements: This employee is prohibited from taking public positions on issues that are or may reasonably come before the Board of Aldermen.
Knowledge, Abilities and Skill
Knowledge, Abilities and Skill
Knowledge: Familiarity with the broad scope of issues relevant to Somerville and the region. Working knowledge of the structure of Somerville City government. Working knowledge of governmental processes. Working knowledge of office procedures and machines.
Abilities: Ability to meet and deal with the public effectively and appropriately; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials and the public. Ability to identify, follow up, and follow through on errors . Ability to work independently.
Skills: Excellent writing and contemporaneous note-taking skills; Excellent organizational skills; excellent data processing skills in the use of personal computers and office software including word processing, database, internet, spreadsheet applications, and legislative tracking software (MinuteTraq).
Other: Working knowledge of parliamentary procedure, Roberts Rules of Order, rules of the Board of Alderman, and relevant state laws including, but not limited to, the open meeting law and the conflict of interest law.
The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings.
Physical and Mental Requirements
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 position’s essential functions.
Physical Skills: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as ledgers or photocopy and computer paper (up to 30lbs.).
Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting of materials.
Visual Demands: Routinely reads documents for general understanding and analytical purposes.
Send your resume and cover letter by June 20, 2018 to:
City Hall Personnel Office
93 Highland Avenue
Somerville MA 02143
Email: [email protected]
City of Somerville residents are especially encouraged to apply.
The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.
Individuals with disabilities who need auxiliary aids and services for effective communication, written materials in alternative formats, or reasonable modifications in policies and procedures, in order to access the programs and activities of the City of Somerville or to attend meetings, should contact the City’s ADA Coordinator, Nency Salamoun, at 617-625-6600 x2323 or [email protected].