(A) Position of City Administrator. There is a position of City Administrator in the city.
(B) Scope of position. The scope of the position of City Administrator in the city is described as follows: The city provides governmental and proprietary services to an approximate 1,400-person community. The City Administrator is responsible for, at the direction of the Mayor and Council, for the management and direction of the operations of all city departments.
(C) Appointment. The City Administrator shall be appointed by the Mayor with the consent of the City Council. This position shall be chosen by the Mayor on the basis of his or her qualifications with special reference to his or her actual experience and knowledge in respect to the duties of his or her office hereinafter set forth.
(D) Compensation. The compensation of the City Administrator shall be fixed by the City Council of the city and the City Administrator shall be an exempt position for purposes of compensation. The compensation fixed may be apportioned between the several departmental budgets as the City Council may direct.
(E) Duties. The duties of the City Administrator include, but are not limited to:
(1) General direction and management of the following departments: Public Works, including Municipal Utility Operations, Police, Fire, Ambulance and City Administration;
(2) Preparation and management of the annual budget for all funds;
(3) Financial accounting for all funds;
(4) Payroll and associated payroll liabilities;
(5) Mid- and long-range planning for all city operations in conjunction with the Mayor and Council;
(6) Development and Implementation of city policy in conjunction with the Mayor and Council;
(7) Coordinate and assist in the development of municipal law in conjunction with the Mayor, City Council and City Attorney;
(8) Explain and interpret municipal law and city policy to the public in response to requests and assist the public in all aspects;
(9) Attend all regular and special City Council meetings: oversees or performs as accurate recording of the proceedings, preparation of the minutes, proper legislative terminology and recording, indexing and filing for the public record; distributes information as requested;
(10) Maintenance of the administrative and public works information and technology network and the associated computers and telemetry system;
(11) Direct and manage accounts payable and receivable;
(12) To present at the first or second regular meeting of each month to the City Council, a full and detailed statement of the amounts of money belonging to the city, received by him or her and disbursed during the preceding month and the state of each particular fund, which statement must be verified by his or her oath;
(13) Share duties with the City Clerk serving as custodian of official city records and public documents and other documents and other records, requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds or other documents requiring city certification; catalogs and files all city records;
(14) To render at any time an account to the Council showing the money on hand and the condition of the treasury;
(15) Responsible annually to submit to the City Council at its last meeting prior to June 1, a detailed account of all receipts and expenditures during the past fiscal year and an abstract thereof must be published in the official newspaper;
(16) To oversee the pay out, in the order which they are registered, all warrants presented for payment when there are funds in the treasury to pay the same;
(17) To deposit all moneys in his or her possession and under his or her control, excepting such as may be required for current business, in a solvent bank or banks located in such city, subject to national supervision or state examination as the Council shall designate, and no other. All moneys deposited shall require a two-party check, i.e., City Clerk and City Administrator;
(18) To attend all meetings of the Council, to record and sign the proceedings thereof and all ordinances, resolutions and contracts passed, adopted or entered into, and to sign, number and keep a record of all licenses, commissions or permits granted or authorized by the Council;
(19) To record all ordinances and resolutions passed and adopted by the Council;
(20) To enter in a book record kept for that purpose, the date, amount and the person in whose favor and for what purpose warrants are drawn upon the city treasury;
(21) To countersign and cause to be published or posted, as provided by law, all ordinances and resolutions passed or adopted by the Council;
(22) To file and keep all records, books, papers or property belonging to the city and to deliver the same to his or her successor when qualified;
(23) Shares duties with the City Clerk for preparing and processing financial statements as required by state law;
(24) The City Administrator shall have general administrative powers over all streets and alleys, waterworks, wastewater collection and disposal facilities street lighting, building permits, public parks and the various departments of the city heretofore created and to administer such public works. The City Administrator may head one or more departments as the City Council may direct, and shall at all times be responsible for coordination, administration and supervision of all departments charged with maintaining such public works. To that end, he or she have power and shall be required to:
(a) Supervise the purchase of all materials, supplies and equipment for which funds are provided in the budget, and to review all claims submitted relating to activities of departments under his or her jurisdiction and recommend appropriate action thereon to the City Council;
(b) Assist department heads with preparing a preliminary budget for all departments under his or her jurisdiction and be responsible for its administration after adoption;
(c) Supervise the department heads in keeping proper inventory records of city property chargeable to the various departments; and in keeping records of repairs and maintenance of city equipment and public works;
(d) Enters all inventories into the valuations system and property affixes a “Property of the City” tag to all property purchased; and
(e) Recommend to the Mayor and Council members those persons to be employed by the departments under his or her jurisdiction, and the suspension or removal of such employees in accordance with city policy.
(25) Coordinate and direct activities of departments under his or her jurisdiction, including the temporary shifting of employees of one department to another as the needs of the various departments dictate, and the division of an employee’s services between two or more departments;
(26) Submit monthly reports to the Council of the various departments’ activities at the first regularly scheduled Council meeting of the month including but not limited to reports from the City Clerk, police report, ambulance report, Fire Department report and the public works report;
(27) Advise the Council of the financial condition and future needs of the departments and make such recommendations as he or she may deem advisable;
(28) Investigate all complaints relating to departmental activities under his or her jurisdiction and report such complaints to the Mayor according to city policy;
(29) Inspect and supervise, in cooperation with, and under the direction of the City Engineer and/or acting City Engineer, all construction and maintenance work performed pursuant to contracts awarded by the city;
(30) Perform job evaluations on all city department heads and monitor compliance for all staff; and
(31) Perform such other duties as the City Council may prescribe.
(F) Position qualifications. To be appointed City Administrator, a person must have the following qualifications:
(1) Extensive experience in the management and direction of operations, budgeting and personnel management;
(2) A strong financial and accounting background preferably with a working knowledge of governmental accounting;
(3) A strong background in municipal public works;
(4) Computer and network proficiency with a good working knowledge of accounting and payroll programs, preferably Black Mountain Software; and Microsoft Office word processing and spreadsheet applications; and
(5) Strong organizational and planning skills.
(G) Supervision exercised. The City Administrator is responsible for the direct and indirect supervision of all city employees.
(H) Supervision received. The City Administrator is supervised and directed by the Mayor and City Council.
(I) Selections guidelines. Formal application, rating of education and experience, oral interview and reference check and job related tests may be required.
(J) Illustrative information. The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
(K) No agreement. The job description set forth above does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
(Ord. 2008-01, passed 2-25-2008)