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CITY OF NEW CARLISLE

CITY MANAGER

JOB DESCRIPTION

OVERVIEW

The City Manager is responsible for performing highly responsible, professional work of considerable difficulty in planning, developing, and directing major programs and projects for the City. Supervision is exercised through both functional and line authority over subordinate personnel and department heads engaged in a wide range of tasks necessary for the smooth operation of the City. The City Manager carries out the directives and policies of elected City officials; enforces all orders, resolutions, ordinances, and regulations of the City to assure that they are faithfully executed. Signs all contracts; authorizes expenditures; meets with citizens and business owners. Prepares reports on action taken pursuant to any directive or policy as requested. Assists in the preparation and controls of all operating and capital expenditure budgets. Directs, monitors and evaluates the activities of designated department heads. Provides leadership and guidance as to goals and objectives of the City. Attends and participates in conferences, meetings and work sessions on behalf of the City. Prepares correspondence and/or supporting data as may be needed by the City Council. Writes reports as requested. Establishes and maintains cooperative relationships with other governmental agencies, various community groups and the news media.

PER THE CITY CHARTER

“the City Manager shall be the chief administrative officer of the City. The Manager shall be responsible to the Council for the administration of all City affairs required by or under (the) Charter, and shall have the following powers and duties:

To appoint, and when deemed necessary for the good of the City to suspend or remove any City employee or appointive administrative officer provided for by or under this Charter, except as otherwise provided by law, this Charter, or personnel rules adopted pursuant to this Charter. The Manager may authorize any subordinate administrative officer to exercise these powers with respect to subordinates in that officer's department, office, or agency.

To direct and supervise the administration of all departments, offices and agencies of the City, except as otherwise provided by the Charter, or by Council as authorized by the Charter.

To attend all Council meetings, unless excused by Council, and shall have the right to take part in discussion, but may not vote.

To see that all laws, provisions of this Charter, and acts of the Council, subject to enforcement by the Manager or by subordinate officers are faithfully executed.

To submit to the Council and make available to the public in the manner as determined by ordinance of Council, a complete report on the finances and administrative activities of the City at the end of each fiscal year.

To present, if required by Council, an inventory of all City property and holdings.

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To make other reports as the Council may require concerning the operations of City departments, offices and agencies subject to the Manager's direction and supervision, and to make such recommendations to the Council concerning the affairs of the City as judged desirable.

To prepare and submit the annual budget and capital program to the Council, and keep the Council fully advised as to the financial condition and future needs of the City.

To prepare all contracts in cooperation with the Director of Law. No contract, agreement, or franchise shall be legal until ratified by ordinance of Council.

To perform such other duties as are specified in this Charter or may be required by Council under its Charter authority.

To declare an emergency and utilize the services and equipment of any and all City departments, agencies, and their compensated employees to perform necessary functions of the City. The Manager shall report the use of this emergency action to Council at the next Council meeting.

ROUTINE TASKS INCLUDE

1. Act as liaison between Department Heads, City Council, the public, and business owners. 2. Sign employee paychecks and accounts payable checks when prepared by the Finance

Director 3. Holds monthly staff meetings 4. Prepare Council agendas, including coordinating with Department Heads for reports and

legislation, preparing/reviewing all legislation with Director of Law, obtaining speakers and minister for invocation, submits agenda to the Clerk of Council, copying and assembling packets for distribution. Coordinate all Proclamations and awards given by Council, i.e. Key to City.

5. City Records Retention and Open Records Policy Coordinator. Hold semiannual records retention meetings, including coordinating meeting date with members, assembling agenda for meetings, forwarding reports to Ohio Historical Society for approval, preparing minutes of meetings and distributing to members. Keep updated on changes at State level, attend Open Records training every 3 years as representative for Council.

6. Coordinate Council 1st of year requirements including review/approval by Council of Rules of Council after every election, election of new Mayor/Vice Mayor when needed, swearing in of new members, ordering names plates and business cards for new members of Council, reappointing Clerk of Council and Acting Clerks of Council every year.

7. Track City Downtown tree project; order trees, plaques, handle orders for new trees and placement of trees.

8. Handle all City board and committee rosters and renewals. Send out renewal notices every fall and forward rosters to Council for approval.

9. Maintain all City Ordinance, Resolution, and Minutes books. 10. Sign all contracts for the City. Maintain contract files and track contract expirations for

renewal. 11. Write grants for City including CDBG, JARC, OPWC, Clean Ohio, FEMA. 12. Coordinate City elections, including committees, deadlines, ballot language with Board

of Elections

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13. Perform yearly evaluations of Department Heads; submits legislation for pay increases. 14. Assure new legislature is codified and distributed 15. Update City website 16. Review City ordinances and policies and update when needed i.e. Peddler’s License,

Employee Handbook, City Vehicle Policy, Hydrant Flushing, City Computer Backup Policy, Open Records Policy, WARN system, limb and brush policy

17. Serve as Chief Labor Negotiator representing the City in negotiations with the union, handles grievances, arbitration, and related labor relations matters. Attends Labor/Management meetings.

18. Coordinate City Landlord/Tenant program 19. Work with local businesses as a resource to help encourage economic development 20. Hire new employees when necessary 21. Work with and guide Finance Director on yearly budget 22. Represent City at special events and functions and as guest speaker at various events 23. Coordinate Memorial Day Walk 24. Annual Newsletter: All aspects to include, writing, proofing, and distribution 25. Organize Charter Review when required. 26. City Earth Day coordinator working with the County. 27. Maintain City general files 28. Oversee City projects with Service Director 29. Coordinate all Annexations including all necessary paperwork and citizen Public

Hearings/notifications. 30. Update information for Ohio Ethics Commission