The job description for the City Clerk be as follows.
(A) Department. Administration.
(B) General description. Responsible for records administration and maintaining all municipal records; providing human resource, risk management and contract management support, and other duties as assigned. May be tasked with accounting administration.
(C) Essential job functions.
(1) Responsible for maintaining all official city documents and records;
(2) Attends Council and other meetings and supervises the preparation and indexing of Council minutes. Coordinates agendas, documents and provision of liaison including scheduling of meetings and public notices;
(3) Prepares and conducts municipal election administration and activities;
(4) Attends bid opening and assures contracting rules and regulations are followed;
(5) Maintains all personnel records and assures that personnel action as complete and accurate;
(6) Performs administrative support and other duties as required;
(7) Meets with citizens to provide information and resolve complaints;
(8) Responsible for bank reconciliation of all funds and all accounts;
(9) Responsible for financial oversight and reporting for all grants received by the city;
(10) Responsible for creation of all ordinances and resolutions pertinent to the position; responsible for attesting all ordinances, resolutions and other legal documents of the city;
(11) Maintains and/or coordinates maintenance, repairs, updates to all information technology systems;
(12) May be tasked with the following financial functions by the City Council:
(a) Overall responsibility for preparing and monitoring the city budget, including:
1. Performing accounting function for the general fund and conducting general financial function and administration;
2. Compiling fiscal estimates and fiscal projects;
3. Maintaining accounts payable and receivable plus the general and subsidiary ledgers;
4. Preparing all financial statements;
5. Overall, acting in the capacity of the City Treasurer;
6. Reviewing financial policies and makes recommendations to the City Council;
7. Acting as liaison for external auditors;
8. Preparing monthly financial statement to present to City Council and City Administrator.
(b) Ensuring the city is in compliance with all state and GAAP rules, regulations and laws as well as any other legal or accounting requirements.
(13) All duties required by the City Charter and all other duties, tasks and responsibilities as assigned by the City Council.
(D) Qualifications; knowledge, skills and abilities. Knowledge of the ordinances, policies, resolutions and procedures of the city; knowledge of modem management practices and principles; knowledge of archives and records management laws, systems and technology; knowledge of election laws; ability to input and retrieve data via computer; ability to access needs and prioritize and the ability to communicate effectively in writing and orally, laws and administrative policies governing municipal activities and of operations of municipal government; ability to delegate authority and responsibility to subordinate department heads and to maintain an effective organization; ability to express oneself clearly in writing and orally and appear before groups of taxpayers and the Council to present data and program which enhance the efficient operations of the city. Knowledge of governmental accounting principles and practices is preferred but not required.
(E) Education and experience. A four-year college degree is preferred, but a minimum of two years’ post high school education is acceptable. Two years’ experience in progressively responsible related work preferably with a government agency. (Experience can be substituted for education requirements. Experience qualification can be waived or altered provided incumbent has clearly demonstrated experience of a nature that demonstrates capability to quickly perform at a high level.)
(F) Licenses, certificates and registrations. CMC and AAE designation desirable (through International Institute of Municipal Clerks). Must be bondable.
(G) Essential physical skills.
(1) Acceptable eyesight and hearing (with or without glasses or hearing aids);
(2) Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability; and
(3) Ability to access input and retrieve information from a computer.
(H) Environmental conditions. Works inside an office environment but must be able to also work outside.
(Ord. 610, passed 10-8-2013; Ord. 745, passed 4-14-2020)