Assistant City Clerk - Bixby

Listing Title:
Assistant City Clerk

Listing Description
Assistant City Clerk
Job Title: Assistant City ClerkEmployment Status: Full-Time (M-F 8am to 5pm)
Direct Supervisor: City Clerk  
Open Date: 1/17/2025 
Supervisory Responsibility: None Location: City Municipal Building, Bixby Ok.
Close Date: Open until filled


The City of Bixby is seeking an enthusiastic, detail-oriented individual to join the City Clerk’s office as Assistant City Clerk. This position is responsible for performing a variety of administrative and clerical duties to support the City Clerk’s office in its daily operation and services to the public. The ideal candidate will have experience in office administration, a strong knowledge of public records, and the ability to maintain a professional and customer service- oriented demeanor.

This essential role supports the efficient functioning of City Hall and offers the opportunity to contribute to the local community’s success. If you’re passionate about public service, enjoy problem-solving, and thrive in a fast-paced environment, we’d love to hear from you!  
Essential Duties:

The Assistant City Clerk may be called upon to perform any or all of the following essential duties:
•Provide general customer service by answering public inquiries and referring to the appropriate personnel as needed.
•Serve as the liaison between the public and the City Clerk’s office, addressing inquiries, complaints, and referring individuals to the appropriate personnel.
•Assist the City Clerk in preparing and maintaining City Council meetings, agendas, minutes, meeting notice, ordinances, resolutions, and other city official documents.
•Assist the City Clerk with the receiving, processing, and dissemination of Open Records requests in compliance with the Open Records Act.
•Monitor compliance and maintain accurate records for permitting and licensing, in collaboration with the City Clerk and Utility Department, using municipal government computer systems.
•Compose, compile, type, and edit a variety of correspondence, reports, memoranda, and other materials, ensuring accuracy, completeness, and legal description interpretation when needed.
•Establish and maintain filing systems, control records, and indexes, exercising independent judgment.
•Procure departmental materials and supplies for the Bixby Municipal Building. 
•Ensure compliance with local, state, and federal regulations related to city operations and public records.
•Performs special assignments as requested, to include researching and preparing reports and projects.
•Assist with requisition record generation and maintenance.
•May be required to serve as a back-up for the City Clerk and Municipal Court Clerk, including assisting during City Council Meetings and Municipal Court, often during evening hours.
•Perform additional duties as required, including assisting with Utility Billing and providing support to other administrative personnel as directed.

Desired Minimum Qualifications

•High School Diploma or GED required; 
•Two (2) years of increasingly responsible administrative office-related duties required; or any equivalent combination of related education experience. Municipal government experience a plus.
•Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office software.
•Notary Public Certification or ability to obtain within three (3) months 

Desired Skill Qualification

•Strong organizational and communication skills, both written and verbal. 
•Ability to handle sensitive and confidential information with discretion 
•Strong attention to detail and the ability to manage multiple tasks simultaneously.
•Bilingual proficiency (Spanish/English) is a plus.

Benefits:
•Competitive salary and comprehensive health benefits (medical, dental, vision), along with retirement plans. 
•Professional development opportunities; including schooling reimbursement for job-related courses or degree programs.
•Collaborative, community-oriented work environment. 

Working Environment:
The Assistant City Clerk will work in a professional office environment within City Hall, with occasional evening meetings for City Council or Municipal Court sessions. The role involves regular interaction with the public, both in-person and over the phone, and requires the ability to manage multiple tasks in a fast-paced environment.
Physical Requirements:
This position requires the ability to remain seated for extended periods while performing office tasks. Occasional lifting of office materials (up to 20 lbs) and the ability to operate standard office equipment, including computers, copiers, and printers, are necessary. Some standing or walking may be required during meetings or events.

Website Address (please do not delete the https://):
https://www.bixbyok.gov

** Application, resume, cover letter, and references required**

City of Bixby
Human Resources Department, Attn. LeAnn Tunnell
Email ltunnel@bixbyok.gov
116 West Needles
Bixby, OK 74008
Phone Number 918-366-4430

Equal Opportunity Employer: The City of Bixby is an Equal Opportunity Employer. We encourage individuals of all backgrounds and abilities to apply.

(Job) Location:
City of Bixby

Website Address (please do not delete the http://):
https://www.bixbyok.gov

Contact Information -

Company/Municipality Name:
City of Bixby

Street Address
116 W Needles Ave.

City
Bixby

State
Oklahoma

Zip Code
74008

Phone Number
9183664430

Contact Job Title:
Human Resources

First Name
LeAnn

Last Name
Tunnell

Email Address
ltunnel@bixbyok.gov

Listing Expiration Date:
01/05/2026