Job Details

The City of Ottawa, Kansas is recruiting for an Assistant City Clerk. This position is oversees, coordinates and performs various complex and technical administrative and independent tasks. Responsible for licensing, records management, agenda and minutes preparation, grant management, attendance of City Commission meetings, and responds to public inquiries. This role also provides utility customer service and promotes a positive City image by maintaining excellent internal and external customer relations.

Essential Job Functions:

Assistant City Clerk

• Creates weekly agenda packets for distribution under tight deadlines under direction of the City Manager.
• Attends City Commission meetings as needed; records minutes and manages agenda communication during meetings in the absence of the City Clerk.
• Administers various city licenses and ensures compliance with state reporting requirements.
• Process Open Records Requests in compliance with applicable laws.
• Maintain department webpages and ensure the accurate posting of legal documents and information.
• Assist with tax abatements, special assessments, impact fees, and other administrative activities.
• Provide information and interpretation of laws and codes related to City records and functions of the City Clerk's office.

Financial Services Representative

• Provide customer service for the utility counter which includes accurate and prompt response to customer inquiries for amounts due, service account changes, billing questions and payments, and payment arrangements for accounts with potential service interruption.
• Process service orders by working with other departments.
• Provide professional communication to internal and external customers through phone, email, and in-person interactions.
• Record and process payments received from the Ottawa Memorial Auditorium and other City departments with meticulous attention to detail.

Ancillary Job Functions:

• Research and compile data for special projects and reports as assigned.
• Cross-train in all City Clerk functions and serves as primary contact for the City as needed (i.e. document execution and public liaison in the absence of the City Clerk)
• Collaborate with staff to resolve issues efficiently.
• Maintain department calendars and documented procedures and manuals.
• Promote a positive City image by maintaining excellent internal and external customer relations.

Education and Experience: (Combination of education, training, and experience will be considered)

• High school diploma or equivalent required; associate degree, prior municipal or legal assistant experience preferred.
• Minimum two years of intermediate to advanced computer and office equipment experience required; four years preferred.
• Must maintain a valid driver's license.

Knowledge, Skills, and Abilities: (not all inclusive)

• Excellent attention to detail and proofreading skills.
• Clear, concise, and professional verbal and written communication skills.
• Proficiency in Microsoft Office Suite and ability to learn financial software.
• Strong organizational skills with attention to detail.
• Ability to prioritize tasks, meet deadlines and work under general supervision.
• Ability to interpret technical and numerical information and resolve issues.
• Use good judgment, think quickly and rationally in difficult or stressful situations.
• Maintain effective relationships with employees, City officials, business entities, and the public.
• Produce accurate results under tight deadlines.

Work Environment:

• General office conditions with exposure to moderate noise levels.

Physical Abilities: (Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions)

• Must be able to sit for extended periods of time.
• Must be able to have repetitive wrist/hand/finger movement and manual dexterity.
• Must have precise hand-eye coordination, clarity of vision, three-dimensional vision, and ability to identify/distinguish colors.
• Must be able to lift up to 25 pounds.
• Must be able to drive.
• Regular attendance is a necessary and essential function.

Range: Grade K - $25.35 - $35.49 per hour

Date Opened: August 22, 2025

Date Closed: September 22, 2025

Hours: 8:00 a.m. to 5:00 p.m. Monday through Friday. Occasional evenings to attend City Commission meetings will be required.

E-Mail Confirmation: After your application has been received by the City of Ottawa, you will receive confirmation by e-mail. Please check your SPAM filter or JUNK Mail. If you have not received confirmation within 48 hours of submitting your application, please call 785-###-#### to verify application has been received. For additional information, contact Human Resources at 785-###-#### or e-mail [email protected].

Residency: Regular full-time employees are required to establish and maintain residency within a driving distance of 35 miles of Ottawa City Hall within one year from hire.

Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-###-#### at least two days prior to a scheduled test or interview.

The City of Ottawa is an Equal Employment Opportunity Employer.