§ 2.9.1. Executive secretary; duties.

The duties and responsibilities of the executive secretary are as directed by the council administrator and in the absence of the council administrator by the council president, as outlined in detail below:

(1)

Maintain a journal of all the minutes of the proceedings of the council.

(2)

Retain and maintain an extensive filing system of all ordinances, resolutions, papers and records of the council.

(3)

Record each resolution approved by the council to be recorded in the journal of the minutes of the council meeting at which the resolution was approved.

(4)

Set publication dates for legislation and prepare publication and publication notices.

(5)

Prepare routine letters, ordinances, resolutions and motions as prepared by the council administrator.

(6)

Perform routine legislative research activities.

(7)

Maintain a use log of council chambers.

(8)

Accept, prepare, distribute, maintain, and update work requests by councilmembers.

(9)

At the direction of the council administrator, represent the council at bid openings.

(10)

Perform the secretarial/receptionist duties for the council office and the council administrator, including the following:

a.

Type, copy and file incoming and outgoing correspondence for councilmembers and the council administrator.

b.

Handle incoming telephone calls and relay messages to appropriate parties.

c.

Check credit card bills against receipts and forward to the finance department for payment after approval by the council administrator.

d.

Prepare worksheets and charts as directed.

e.

Set up meetings as directed.

f.

Assist with council committees.

g.

Prepare "certificates" for various individuals or organizations upon request of councilmembers or council administrator.

h.

Handle travel arrangements for councilmembers and council administrator.

(11)

Make minor purchases for the council office subject to the approval of the council administrator.

(12)

Maintain confidentiality individually and/or collectively in all matters pertaining to the Slidell City Council as directed, until authorized to make public said information by council/councilmember or council administrator.

(13)

Twice a year distribute updates of the Code of Ordinances book to all city departments and other individuals or businesses as requested.

(14)

Send out annexation notices to various departments and agencies.

(15)

Conduct tours of council chambers for school children, scout groups, and other organizations.

(16)

Assist with, and in the absence of the administrative assistant, perform the following duties:

a.

Type the city council's agenda and present it to the council administrator for approval. Reproduce the agenda and distribute to councilmembers, the administration, press, public, etc.

b.

Take minutes of city council meetings.

c.

Number every ordinance and resolution in its regular order upon its first reading and keep a list of all adopted ordinances and resolutions.

d.

Reproduce all ordinances and resolutions in typewritten form and distribute to each councilmember prior to consideration.

e.

Number and record all enacted ordinances and resolutions.

(17)

Notify councilmembers and the public of all council meetings.

(18)

Perform such other duties as may be required by the laws of this state, the Charter of the city and the Slidell City Council, and perform other duties as may be required by the council administrator that are essential to the orderly operation of this office consistent with general office practices.

(Res. No. R00-29, 12-19-2000; Ord. No. 3072, 6-11-2002)