(A) Primary responsibility. This position is a full-time position under general administrative direction. The City Clerk/Treasurer maintains and attests to official records of the city; prepares and maintains all financial records for the city; prepares checks for city expenditures; prepares payroll; prepares and submits various reports and documents related to city operations; and performs related work as requested by members of the City Council.
(B) Essential job-related responsibilities.
(1) Prepares agenda for and attend all regular and special City Council meetings and prepares and maintains accurate minutes of all commission proceedings and records them in the appropriate books;
(2) Files and maintains all permanent records of the city. Prepares ordinances and resolutions for commission as required;
(3) Prepares and distributes advertisements, notices, budget documents, ordinances, and other official announcements for publication as required, and ensures that publication is in compliance with applicable state law. Also distributes information to other media outlets as required;
(4) Submits budget recommendations to the City Council and prepares annual FmHa (rural development) budget;
(5) Remains responsible for depositing and recording receipts from various inter- governmental revenue sources, such as: municipal road aid; police incentive pay; HB413 receipts; and the like;
(6) Prepares and submits paperwork required to receive KLEFPF monies;
(7) Prepares and submits applications related to the training of police personnel;
(8) Responds to requests for copies of city records, including police reports, in accordance with state laws, and collects fees disbursement of them;
(9) Prepares and maintains personnel files for all city employees;
(10) Receives time sheets from employees and prepares city payroll and maintains payroll records and files;
(11) Prepares monthly, quarterly, and annual payroll reports for federal and state withholding, Social Security, retirement, and other related transmittal forms. Also, prepares W-2 forms for each employee;
(12) Prepares and maintains accurate accounts receivable and accounts payable records;
(13) Prepares all checks for city expenditures after receiving approved invoices;
(14) Handles in-coming phone calls and complaints in City Hall and takes messages for city officials and employees as required;
(15) Maintains current filing system, which will allow reasonable access to all available data and information;
(16) Prepares and maintains accurate financial records for all city funds, and ensures that expenditures are credited to the appropriate fund. Assists with balancing and reconciling bank statements for the city bank accounts;
(17) Administers, or assists in the administration of various types of grant or Institutes of Eminence (IoE) funds received by the city;
(18) Possess thorough knowledge of municipal government, interpret statutes, ordinances, and policies accurately and develops operational procedures for employees;
(19) Has the ability to clearly articulate city policies and programs to the public, media, and employees;
(20) Performs well under stress and deadlines;
(21) Has the ability to establish and maintain productive working relationships with employees, managers, other government officials, and the public;
(22) Has the ability to communicate clearly, in writing and orally, and comprehend oral and written communication from others;
(23) Has the ability to analyze information and offer recommendations, and the mental acuity to handle multiple tasks simultaneously;
(24) Is extremely accurate in all work;
(25) Maintains confidentiality; and
(26) Will perform any other related duty as required or assigned.
(C) Additional tasks.
(1) Performs all duties of City Clerk/Treasurer as required by state law and city ordinances;
(2) Prepares recommended budget for City Clerk/Treasurer’s office and legislative department;
(3) Provides information regarding roster of eligible voters for city elections as required by state law;
(4) Completes Uniform Financial Information Report in CFO’s absence;
(5) Manages the daily administration and operation of the City Clerk/Treasurer’s office;
(6) Manages fine and abatement collections through Code of Ordinance Enforcement Board, including filing liens on the city’s behalf;
(7) Performs statutory requirements for annexations and sign consent to annexations on behalf of city;
(8) Administers oath of office;
(9) Coordinate municipal bond issues with bond counsel, and ensures all ordinances meet legal publication requirements;
(10) Responds to open records requests, in accordance with state law, and open records decisions of the Attorney General;
(11) Researches and reviews subordinate’s research of County Clerk and PVA records;
(12) Maintains the city’s codification, including ensuring compliance with state law and legislative amendments and managing a five-year review as required by law;
(13) Exercises official subpoena power for the city;
(14) Attests transfer and sale of cemetery lots;
(15) Responds to emergencies or disasters and assists as needed;
(16) Obtains municipal clerk certification through approved course of study;
(17) Assists in the preparation, distribution, collection, and recording of water, sewer, and property tax bills, business licenses, and the like; and
(18) Receives and distributes all city mail.
(D) Qualifications.
(1) The City Clerk/Treasurer must have a high school diploma or GED equivalent; be able to read, write, and speak fluent English; be able to demonstrable proficiency in computer programs utilized by the office; possess or obtain notary public certification from state; be bondable; be able to pass a pre-employment background check and drug screening; and meet future job description changes within six months, as approved by the Mayor or City Council.
(2) It is preferred applicants have taken college courses in English, business administration, and related subjects; be a certified state municipal clerk; and have previous managerial or supervisory experience.
(E) Knowledge, skill, and abilities. The City Clerk/Treasurer must be capable of taking good notes and transcribing them into accurate records of meetings; be able to type with reasonable speed and accuracy; be able to express thoughts clearly and concisely in written form; be able to use a variety of office equipment and have knowledge of computers; be able to establish and maintain an effective working relationship with the employees, federal and state officials, and the general public; and have basic knowledge of computer technology, or have the ability to learn, associated with position.
(F) Typical working conditions. A computer, calculator, and copier are used routinely in the performance of position functions. Work is typically performed in an office setting, sitting at a desk.
(G) Disclaimers.
(1) The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
(2) The city is an equal opportunity employer. It is the city’s policy to afford equal employment opportunity to all qualified persons regardless of race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran or family status, an individual’s status as a smoker or nonsmoker, genetic makeup, or any other status or condition protected by applicable local, state, or federal laws, except where a bona fide occupational qualification applies.
(3) Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. To request an accommodation, contact the City Clerk/Treasurer.
(4) This position is at-will and nothing contained in this job description is intended to, nor does it, create a contract of employment for any specific duration.
(Order 1-2019, passed 6-6-2019)